Step-by-step instruction: “How to organize a big event? How to organize an event What kind of event will be

Competitions, festivals, concerts, flash mobs, conferences, tourist rallies, parades and processions contain a certain content component and, at the same time, these are mass events, during which certain requirements must be adhered to.

What is a mass event

A mass event is a gathering of a significant number of people in order to participate in any event that is in the nature of a patriotic appeal, holiday, advertising, spectacle, business meeting or leisure pastime.
The venues for mass events are different:

squares and parks;
squares and city streets;
public buildings;
theater halls;
concert venues;
Sport halls.

The organization of cultural events contributes to the realization of the needs of residents of a political, cultural, economic and religious nature.

Forms of mass events

Exist various groups and forms of public events:

State and political: meetings of shareholders, scientific and practical conferences, congresses, parades, processions.
Cultural events: a citywide evening for graduates, theatrical performances, folk festivals, fairs and exhibitions, carnival processions, festival performances, concert programs, show programs.
Sports and entertainment: sports matches, sports days, auto racing and rallies, track and field crosses, Olympic Games.
Events of a religious nature: holidays, ceremonial processions.
Private: banquets, weddings, anniversaries.

All events can take place at the municipal, regional, national or international level. The method of occurrence of such actions is divided into two large groups:

Spontaneous.
Organized.

They can be held one-time or periodically, ensuring the participation of a limited number of people or public access.

How to hold a mass event

A number of structures are engaged in the preparation and holding of events:

Local self-government bodies.
Institutions belonging to various departments and forms of ownership.
Heads of institutions in whose territory it is carried out.

A mass event is a strict observance of the main conditions, procedures and requirements for its holding, maintaining the personal safety of each person present.
The holding of cultural events provides for the undeniable role of healthcare, transport and trade enterprises, institutions consumer services, information and Internet resources.

If large-scale events are being prepared, the municipal administration can form coordinating councils and headquarters that coordinate and control all participants. Such committees are responsible for developing appropriate plans, maintaining law and order, urgent evacuation of spectators and participants if there is a threat to their life and health.

What to Consider

When discussing the procedure for holding a mass event, you need to take into account the conditions for its holding:

Schedule of public municipal transport (all those present must be able to use public transport at the end).
Weather and climatic conditions.
Parking lots for vehicles.
Convenience of approach to the main place, taking into account the restriction of access to vehicles.
Availability of storage rooms.
Ability to provide primary health care.
The work of food outlets and the sale of soft drinks (in hot weather - refreshing, in cold - warming).
Availability of bathrooms.

Instructions for organizing and conducting

The councils of voluntary sports organizations and the sports committee are obliged to coordinate the necessary examinations with the municipality administration, engineering structures, sanitary epidemiological station, law enforcement agencies, departments for civil defense and emergency situations. The result of the surveys should be the relevant acts.
The organizers ensure the process of holding the event (compliance with the rules of the fire department and the appointment of responsible persons), duly notify the municipal administration of where, when and at what time the event will be held, indicate the name, format, data on the number of participants, contact details.
The leaders in whose department the buildings and structures are located are obliged to ensure the reliability of the stands and other structures used, the possibility of general evacuation if there is a danger to the life and health of others.

Characteristic features of a mass event

The format of a public event determines its characteristic features. Conventionally, any public mass event can be attributed to one of the main types at the venue:

Closed. In this case, a narrow circle of specific invitees gather in a separate room, access to guests is limited by invitation cards, the social level and interests of the audience are approximately the same.
Open. This format provides anyone with the opportunity to take part in the planned events. This significantly increases the risk of creating dangerous situations.

Most clearly, the heterogeneity of the composition of those present is manifested during sports and entertainment events:

Fans belong to rival sports clubs, their contingent is clearly marked.
Bright, fanatical addictions to their club or team are manifested in cries, slogans, chanting certain phrases.
The age and social composition, the level of education and culture, the value orientations of those present can vary greatly, this can lead to conflict situations.

Potential Threats

A mass event is the most affordable opportunity to meet the needs of a large group of people. At the same time, it is also a potential threat to the life and health of all participants, fans, spectators. This is due to several factors:

A closed space increases the risk of violation of law and order by a group of people, formed spontaneously or in an organized manner.
A change in the usual rhythm, the dynamics of events can provoke cases of conflicts between individual citizens or certain groups of them. This is especially facilitated by the specific formats of informal events.
With a significant accumulation of people, it becomes possible to commit theft, damage to property.
A collective gathering of a certain contingent of people (radical fans, rival parties, rock fans) can accumulate the manifestation of negative emotions.
Even a short-term non-standard situation can contribute to the manifestation of panic, leading to a large number of victims.
There is a real threat of a terrorist act as a result of the implementation of criminal or antisocial plans.

Security measures by the organizers

The organizer is primarily responsible for the safety of those present. If the security system is not formed properly, then even the brightest, most spectacular, interesting and important event will lose its significance and can lead to sad consequences.

Ensuring the safety of mass events is carried out by equipping points where participants, spectators, security services, as well as fire extinguishing equipment will be accommodated.

In proper condition, it is necessary to maintain a sanitary and hygienic regime throughout the territory. For official vehicles, free access to facilities and sources of water supply should be organized in case of a fire hazard. Evacuation plans and signs of evacuation exits should be placed in central places.

Ensuring security by law enforcement officers

Public events provide for the observance of public safety, which is carried out by law enforcement agencies. What exactly should they pay attention to?

Employees of the internal affairs bodies are obliged to prevent citizens in a state of narcotic, toxic or alcoholic intoxication.
Particular attention should be paid to persons wishing to carry any type of weapon with them.
If the occupancy rate of the premises becomes the maximum permissible, then law enforcement officers must present a demand to the organizers to stop the admission of visitors (spectators, fans) to the territory where the event will be held.
If a perceived threat appears, all those present must be evacuated from the auditorium, from the stands.
In the process of suppressing violations of law and order, it is necessary to exclude the possibility of panic.

Rules of conduct for those present

The rules of conduct during sports and entertainment and cultural events are determined model rules and prohibit:

Bring weapons, explosives, drugs, alcoholic drinks, big bags.
Run out onto the field or stage, be in the aisles or on the stairs.
Violate order: drink alcohol, insult and humiliate those present, show signs of extremism.

A mass event is that unique situation when a person can feel himself in a circle of like-minded people, be involved in important state, religious or other events, spend his leisure time with interest and benefit.

We all know what the word "event" means. But sometimes, when we are asked to put into words our knowledge, we do not get very coherent speech. This is due to the fact that we do not have a very clear idea of the subject of the conversation. After all, if a person cannot describe something, it means that he does not understand it. In this article, we will understand the terminology and find out what it is - an event.

Meaning of the word

An event is an action of people who are united by some common goal. This is a general definition that has several nuances. For example, a group of teenagers who have gathered to drink beer at the entrance cannot call their meeting an event. And this happens not because the vocabulary of this stratum of society is sometimes scarce, but because this gathering does not aim at cultural development.

Thus, we can conclude that the event is a meeting of a group of people who have gathered to enlighten themselves culturally, learn something new or tell others their point of view. And also an event is a meeting of people in an amount greater than two persons.

public event

From the last part of the article, we understood what the event is called when a small group of people gathers for the purpose of education or a useful pastime. Now you need to understand when an event can be called public. Most often, such a definition can be found at a demonstration, rally, theater evening, opening of an exhibition, etc.

It can be concluded that a public event is a gathering of a large number of people who are unfamiliar with each other and are united by a common goal.

But, for example, a fair, which perfectly fits the definition, can hardly be called a public event. All people have the same goal to buy products, but everyone does it for himself.

Another example is theater. At the performance, people also enjoy, and each for himself. But this is a public event. The thing is that in the second example, the actors play for the whole audience, give their time and give talent so that the audience gets aesthetic pleasure.

Children's event

Mornings, creative evenings or games in the children's park - all this fits our definition. A children's event is an adult activity aimed at entertaining their little spectators. Organized children's holiday will differ from the game of classmates in that in the first case there is a visible leader who sets the rules. The animator dictates the terms and sees to them that they are met.

Of course, it is not necessary for adults to entertain children, they can arrange activities with the help of children themselves. Vivid examples this: matinees, school concerts and theatrical performances. All this instills in the small members of society a team spirit, responsibility for their actions. Children get rid of complexes, overcome modesty, learn to demonstrate their many talents. In fact, the statement that children's holidays differ from adults only in terms of the age contingent is fundamentally wrong, we have seen this with you from the above theses.

So, as they say, trust but verify. And the next time the topic of event culture comes up in a conversation, you can give a well thought out answer.

It is no secret that the success of any event depends primarily on the quality of its organization. Organizing an event that gives positive emotions is not an easy task. And when these emotions need to be presented to a huge number of people at once, to charge more than ten thousand people with positive?! For example, organize a big music festival in the central park of the city. And at the same time ensure their safety, comfort and good mood. Then the task becomes much more difficult. Moreover, it becomes difficult only at the time of planning the event and its approval. It is about these agreements that we will try to tell in this article.

All public events can be divided into public events (meetings, rallies, demonstrations, marches and pickets) and cultural, sports, theatrical events, including private events. The organization of the first group of events is mainly permissive and is regulated by the legislation on meetings, rallies, processions and picketing (we wrote about them in detail in the website issue 4-2012). The second group of events is mainly of a notification nature.

The main city act establishing the procedure for coordinating mass events in Moscow is the Decree of the Mayor of Moscow No. 1054-RM dated October 5, 2000 “On Approval of the Interim Regulations on the Procedure for Organizing and Conducting Mass Cultural, Educational, Theatrical, Entertainment, Sports and Advertising Events in Moscow. The organizers of these events may be legal entities or individuals who are the initiators of the event and provide organizational, financial and other support for its implementation.

According to this document, events are divided into two groups: up to 5,000 and over 5,000 people. A notification of the intention to hold a mass event, depending on the number of its participants, is sent for consideration:

45 days in advance - for a mass event with more than 5,000 participants, or if the mass event is held on the territory of several administrative districts - to the Moscow City Hall;
in 30 days - for a mass event of up to 5,000 people - to the prefects or heads of administrations (for a very small event) of the corresponding administrative districts of Moscow.

The notification must contain information about the name of the event, the program indicating the place, time, conditions of organizational, financial and other support for its holding, the expected number of participants, contact information event organizers. Notifications are considered within 10-15 days, and based on the results, an order is issued on consent or refusal to consent to holding a mass event.

Mass events, the holding of which is associated with certain risks (for example, when trading or organizing a fan zone) must be provided with the presence of the police, emergency medical, fire fighting and other necessary assistance.

When planning and advertising events, one should also pay attention to the law on advertising (No. 38-FZ of March 13, 2006) and the legislation on the arrangement of fireworks (Decree of the Government of Moscow of June 24, 2003 No. 494-PP “On venues for festive artillery salutes and measures to streamline the arrangement of fireworks in Moscow by non-governmental organizations”).

Here are the main organizational components of success. It is only a matter of knowledge and strict observance of all regulatory norms and acts, well-coordinated work of the organizers and prompt interaction with the administration.

Key definitions

Mass event- requiring approval from authorities executive power city of a one-time mass cultural, educational, theatrical, entertainment, sports or advertising event held from 8:00 to 23:00.

Mass event organizer- legal entities or individuals who are the initiators of holding a mass event and providing organizational, financial and other support for its holding.

The object of the mass event- a building or structure or a complex of such buildings and structures, including the adjacent territory, temporarily intended or prepared for mass events, as well as city squares, streets, reservoirs and other territories specially designated for the period of their holding.

Administration of the object of the mass event- legal, individual, which manages the object of the mass event.

note

1. Events where trade is carried out or other actions related to making a profit are possible must be provided with police, medical, fire and other support (carried out on a contractual basis).

2. Cleaning of the venue of the event and the adjacent territory, maintenance of mobile toilets - on the basis of a notification from the Department of Housing and Public Utilities and Improvement of the City of Moscow (carried out on a contractual basis).

3. Administration of the event venue:

adopts an administrative document indicating specific tasks for all services of the facility participating in the event;
not less than 5 days before the date of the event draws up an act of readiness of the object;
a day and 4 hours before the start of the mass event, together with representatives of law enforcement and fire prevention agencies, executive authorities, conducts an inspection of the facility, including trade and public catering enterprises;
1.5 hours before the start of the event, approves the arrangement of persons responsible for certain places, exposes the control and administrative service;
informs at the end of the event the officials who issued the order on consent to its holding.

4. Holding fireworks.

Fireworks Show Host (only entity) must have:

a license for the right to hold fireworks displays, as well as a copy of the scheme of the fireworks display venue agreed with the Main Directorate of the Ministry of Internal Affairs for Moscow and the Main Directorate of the Russian Emergencies Ministry for Moscow with the designation of the launch site and the boundaries of the buffer zone;
specialists who have concluded with him employment contracts and related qualification requirements for fireworks displays;
vehicles suitable for the transportation of used pyrotechnic products and equipment;
launching equipment for fireworks displays;
technological documentation regulating the safety of work performed;
fireworks permit issued by the Department of Regional Security of Moscow (the request is considered at least 5 days in advance, the permit is issued at least 4 days before the fireworks).

5. Responsibility of the organizers

Administrative or criminal - depending on the act.

Basic legislative acts for the organizer of mass events

1. Decree of the Mayor of Moscow No. 1054-RM dated October 5, 2000 “On Approval of the Provisional Regulations on the Procedure for Organizing and Conducting Mass Cultural, Educational, Theatrical, Entertainment, Sports and Advertising Events in Moscow”.

2. Decree of the Government of Moscow dated September 30, 2008 No. 869-PP "On measures to organize and conduct festive artillery salutes and fireworks displays in the city of Moscow."

Today we will not touch on all the points (there are more than 100 of them). But I promise that we will consider the most basic and those in which mistakes are most often made.

How to organize a public event:

Step 1. Determine the purpose of the event.

The first thing that is important to do in any business, especially related to business: to understand who the event is dedicated to and for what purpose? Maybe you sell dry closets and you need to attract partners. Maybe you have a chain of dental clinics and want to put on a showcase to find new clients/patients.

Think about who you need and why. Why should they drop everything they're doing and book with you? And from here you will understand what the conference \ exhibition \ master class should be about and how it is filed.

Step 2. Choose a location.

Before choosing a venue, it is important to: a) calculate the approximate number of people who will attend your event, b) cut the resulting number by 30%. Why is it necessary? Firstly, some people will not be able to come (even if they paid for the ticket). Secondly, it is better to have a small, but packed hall, than a huge auditorium, but half empty.

Step 3. Make quality flyers/invitations.

To make a flyer correctly, there are a few simple rules:

large leaflet (approx. A5),
large and readable font (preferably simple fonts that we read every day, such as Arial).

The text should be a minimum, bright and stylish pictures - a maximum. The purpose of the flyer is to raise questions and a desire to learn more. In no case should she tell all the details.

*Important: Be sure to check that the flyer contains the exact address, phone number, date and time of the event.

Having a pack of these flyers, you can post and distribute them wherever you want (except for places that are protected by law from illegal posting). At public speaking, with partners at events, at pickets, exhibitions, on store shelves - in general, wherever your the target audience.

Step 4: Invite and approve the speaker list.

Once you've decided on a date, it's time to invite speakers. If the speakers come to you from another city, then you need to make an appointment at least 4 weeks before the event.

Step 5 Shout your event everywhere, encouraging everyone to shout about it and others.

Today we will not talk about advertising. But it is important to mention that your task is to draw maximum attention to this event. To do this, you must act like yours. advertising campaign, and PR from: speakers, partners, participants.
Speakers shoot video invitations, send letters to subscribers and talk about the event in in social networks. Partners - the same thing, plus their own media channels. Participants share their emotions and talk about the event, for example, for a gift (simple, but most importantly, easily accessible).

Step 7: Use mass media whenever possible

You can also cover your event on radio or TV. To do this, it is enough, for example, to arrange an interview or a report with one of the speakers at your event.

Step 8. Prepare all materials for the event

Your event must have banners with partners, a table with literature on the topic of the event (your books, books of partners, speakers) and handouts. In handouts, people will be able to take notes, but this is not the main thing. Their goal is to remind you after the event is over.

When people leave the hall, as a rule, after 20 minutes they will be reorganized to other things. The likelihood that they themselves will remember you in a week is incredibly insignificant.

But when they see a package with your logo, a notebook, a calendar or a pen from your event, they will definitely remember you. So take it responsibly.

Step 9. Appoint a moderator.

You must have a person who will monitor and correct performances. Speakers often do not keep track of the clock, so a moderator is needed to control and direct this.

Perhaps he will raise some signs with the inscription "5 minutes", or an alarm clock will be displayed on the computer, which will signal the end of the performance in 10 minutes.

Let's summarize:

If you're aiming to actually host a big event, at the very least, you'd do well to see how others are doing it. For example, at our last Infoconference-2014, almost 3,000 people crowded into the hall. Is this a good result? I think yes.

Very soon, Infobusiness2.ru will host the next large-scale event for businessmen - the All-Russian Conference on Business-2015. With such speakers as: Andrey Parabellum, Konstantin Benko, Radislav Gandapas, Nikolay Mrochkovsky, representatives of VTB Bank and Euroset, and many others.

Be sure to read more about this conference by going to the website, because in a nutshell I cannot convey to you all the scale and power of this event.

From January 31 to February 1, Andrey Parabellum, together with the entire Infobusiness2.ru company and partners, is holding the All-Russian Business Conference 2015. And you should be, without fail. And the rest you will find out on the site, which you will go to by clicking the button below.

Irina Prokofieva, Operations Manager of the EU and Eastern Partnership Culture and Creativity Program, spoke about the key points that the organizer of the event should pay attention to.

When I was preparing my first event, I was told about the funny duck face rule ( The Duck Face Rule ). This means that outwardly you should be calm and peaceful. In fact, you are actively paddling underwater to keep yourself afloat, but no one should know about it. Until now, I consider this the most valuable rule.

Organizing an event is not an easy task, but I can highlight 10 key points that you should pay attention to in order for everything to be successful.

1. Define goals and format.

It seems obvious, but this question should be approached critically. Formulate the goal as specifically as possible: do you want to convey knowledge to the participants, thank partners, raise money for a project, or bring aesthetic pleasure to guests? The format of the event will depend on the answer: concept, time and duration, roles in the team, hall decoration, food and sound.

Try not to get hung up on traditional formats. Pay attention to the “(non)conference”, the “pecha-heap” format, TED -format, themed breakfasts, online events, outdoor events. The main thing is that the format contributes to the achievement of the goal of the event.

2. Pay attention to planning.

In the plan, think over the logistics, content and promotion of the event. Create a document that is accessible to the whole team, where everyone can see each other's tasks and the big picture. First, prepare a list of the main tasks, and then detail as much as possible in the form of specific steps that need to be done. It is important to specify in the plan the time required to complete the task. It is often underestimated and the preparation is slower than you would expect.

For planning, you can usetemplates Google , programs, for example,asana, Trello, Podio, GanttPro, teamweek. A regular document won't let you down either. Excel.

3. Budget for contingencies.

Look at the list of your tasks and reflect them in the budget. It is also worth thinking about a reserve in case of unforeseen situations. For example, in my practice there was a case when on the day of an outdoor event it suddenly began to rain. I had to urgently change the location and transport all the equipment and furniture. It is better to think over such situations in advance and prepare for them financially.

Alternatively, you can usesuch a patternbudget, but you can adapt it or come up with your own.

4. The devil is in the details.

If you want to pleasantly surprise your guests, think over everything to the smallest detail: how the registration goes, who meets the participants and in what form, what kind of music plays, whether you have an interesting photo corner, how your presentations are designed and the team is dressed, what breaks are filled with.

For example, during registration, you can provide participants with the opportunity to attend a short workshop, play games or watch informative videos.

Try to surprise people and create wow -effect, exceed their expectations in the most mundane things. This is what creates the atmosphere of the event.

5. Check the location and think of a plan "B".

Always check the location personally at the stage of its selection. At the most unexpected moment, it may turn out that the air conditioner does not work well in the hall, there is no toilet for people with special needs, or the width of the doorway does not allow bringing equipment inside. Therefore, test such moments in advance.

I once held a conference for 50 participants, and an hour after the start, the owner of the room asked us to leave without giving any reason. As a result, we spent an hour training with participants in a nearby park until we found a new facility. It seems that this situation will not happen to you, but it is better to always have a plan "B".

6. Distribute areas of responsibility.

It is very important to distribute tasks between team members not only at the preparation stage, but also during the event. Divide the responsibility of people into zones. For example, someone is responsible for the registration area, someone for meeting speakers, someone for equipment, someone for catering, someone for interaction with the media, etc. Everyone should have their own zone, which must be controlled throughout the event.

Distribute a document with the distribution of responsibilities to the whole team so that everyone knows who to contact with what question.

7. Tell your audience about the event.

Don't underestimate the time it takes to successfully promote an event. The type of event, its target audience, internal resources and budget will determine your marketing approach. When choosing information partners, focus on those who communicate specifically with your audience. It is better to have few partners, but targeted ones, than to tell absolutely everyone about the event.

It is also important to create one key message that will be broadcast across all channels. Make sure it concisely and accurately conveys the idea of the event to your audience.

8. Pay attention to the service.

Make sure your team follows the Duck Face rule. Be friendly to all participants, speakers and partners. Try to solve their problem or question and meet their expectations, even if you feel tired and everything is not going according to plan. Ultimately, people will remember exactly how they were treated and what kind of atmosphere they created, and not what the speaker said from the stage.

9. Make a final check the day before the event.

Make sure you tell participants how to get to the location, invite all important guests, prepare printed materials, audio and video content. Check whether everyone correctly understands their tasks and areas of responsibility, whether the premises are ready. To do this, make a checklist, for example,such.

Similar checklists can also be drawn up to check readiness on the day of the event: is everything in place, is everything working, is everything going according to schedule.

Be sure to print out the program of the event, let it be with all team members and volunteers. Also give everyone the main contact numbers to contact each other or in case of emergency.

10. Ask for feedback.

Most likely, after the event you will be tired and satisfied, but it will be difficult for you to objectively assess how everything went. Therefore, ask attendees to complete the printed scorecards at the end of the event or the online form when they return home. Let them appreciate different aspects: logistics, speakers, venue and work of the organizers. This information will help you avoid mistakes in the future and improve the quality of your events. If possible, collect feedback through social media or record video feedback at the end of the event. This will come in handy if your event is organized again.

Whatever event you organize, be optimistic and don't be afraid of surprises, and then your event will be successful!

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Irina Prokofieva, Operational Manager of the EU and Eastern Partnership Culture and Creativity Program, certified project manager ( IPMA level C ), co-author of the project Start2 Go . Worked at the global and national levels of an international organization AIESEC . We have experience in holding events of various formats: from one-day trainings to international conferences and festivals.