MANAGING EVENTS NEEDS A COOL HEAD

Managing events needs a cool head
Impti Du Toit20 June 2007 at 11h00

Managing the logistics of any major international event requires meticulous planning and attention to detail to ensure that everything is in the right place at the right time. In the run-up to an event, the logistics or operations manager is often required to do "10 things at once" - and his effectiveness and efficiency are critical to success. Denzil Ulyate, operations manager of event organisers Treble Entertainment, says a logistics manager directs, controls and co-ordinates a group of resources towards accomplishing a goal. This includes managing people, identifying equipment and infrastructure requirements, and putting together a process schedule, or "project lifecycle," that, in effect, lists the details of every logistics activity that needs to be carried out before, during and after the event.

In the case of the UCI B World Championship, an international cycling event that Treble Entertainment is currently organising, the process schedule is accompanied by a 400-page check list, says Ulyate. He adds that in organising mass participation events like the championship - which is to be held in Cape Town this month as a qualifier for the Beijing Olympics - the logistics planning will often begin 18 months before hand. "You could wrap up a large event in three months, but the administration behind it takes a long time. For example, the Cape Times/FNB Big Walk requires six months of admin and two months of roll out, simply because I have been doing it for eight years. "Planning the UCI B World Championship has taken 18 months as this is the first time this huge event will be in Africa. "We don't know what to expect, and therefore have had to plan for every contingency.

Next year will be even more of a challenge when we run the Junior World Cycling Championships. We are laying down the foundation now for that so we will have some of the requirements in place."As the UCI B Championships will comprise track, time trial, and road race competitions to be held at three different venues over six days, Ulyate and his team have had to give their attention to countless details, while not losing sight of the big picture. An important aspect that needs to be addressed at the start of planning any sporting event is compliance with provincial and local government regulations and city administration requirements. "The compliance issues are the longest and most difficult aspect of any event, requiring negotiation and compromise on both sides," he says.

In preparing for the UCI B World Championships, Ulyate also had to ensure compliance with the technical guidelines of the Union Cycliste Internationale (UCI), the world governing body of cycling. Traffic management issues also had to be arranged at an early stage. "Everything needs to be checked and re-checked - an incredibly demanding task," he says. "For example, I personally will go to the Bellville Velodrome, one of the competition venues, to check that there is a back-up generator and enough fuel to see us through the event. Never assume anything is in the bag." In addition to taking responsibility for the logistics of the events at all three venues, his team must carry out a host of other tasks, among them arranging accommodation for VIP visitors; organising competition programmes, the opening ceremony and meetings; managing the joint operations centre; drawing up environmental, safety and disaster management programmes; providing operational maps and route maps, managing parking and transport; compiling a crisis communication flow plan; organising temporary liquor licences and noise control licences; and putting together an integrated operation plan for submission to the South African Police Services.

They must also deal with residents and ratepayers regarding road closures and cleaning up after the event. In the weeks preceding the event, it is not unusual for Ulyate to work 18 hours a day to ensure that everything is going according to plan - but he enjoys the challenge of continually having to think on his feet and being on top of his game. He says that to be successful as a logistics manager, it is important to have effective communication and negotiating skills, and to focus on people's strengths. "Logistics means bringing people together from different areas, jobs, departments, political parties and cultures, and making them work towards a common goal. You also need an overview of what is required." Being inherently well organised, having common sense and being able to keep your head when things go wrong are vital characteristics.

Ulyate, who was trained in IT-based project management and sports logistics/administration as part of the package, strongly feels that an ability to understand and use relevant software packages is important - "one of the most useful components of my training". He adds that a diploma in sports administration is a useful qualification for those who want to focus on sports' eventing.

Contact Treble Entertainment on 021 685 3333 or visit www.ucibworlds.co.za for more information on the UCI B World Championships