QUESTION 2 Case study answer all questions relating to this case study: Sydney Marathon: Frontier group Australasia engages APP Events in 2002 and 2003 to provide event management resources for the planning,approvals, logistics, stakeholder liaison, volunteer management and implementation of the Sydney Marathon Festival, the only legacy event from the Sydney Olympics, this event included: The Flora Sydney Marathon The Flora/ Sunday Telegraph Half Marathon The Sunday Telegraph 10 K Bridge Run The 2 K Kids run for health. The event is the only community road race that closes the Sydney Harbour Bridge with the marathon, half marathon and 10K runs all crossing the famous bridge. The event was held on 14th September the marathon and half marathon finishing in the Sydney Olympic Park (which ls also the venue for the 2K kids run) the 10K run finished the Sydney Opera house opposite the Royal Botanical Gardens. Post race recovery and medal ceremonies where held in Sydney Olympic Park and the Botanical Gardens. Participant numbers: 1666 marathon 2668 half marathon 8515 10 K Total of 28 countries represented and 600 international competitors (333 from Japan)

Logistics: Event venues. The marathon route passed through central business district and crossed the Sydney harbour and Anzac bridges. The key element for logistics is the scale of road closures. Closures began early morning as a result the organisers had to consider a public awareness strategy or good organisation with Emergency services, road and traffic authorities and Police Additional a pubilic awareness strategy was developed, highlighting road closures and the impacts this was done though letterbox drops and media coverage. Communications. Radio comms and emergency procedures where important for the flow of the event, organise and key volunteers were provided with event day radios, to enable good communications Event bump-in and bump-out. The procurement operations and venue managers jointly organised bump in and out for each venue, This included liaison with suppliers and contractors, with an exact schedule. All WBS sheets where distributed to suppliers, contractors and venues. The event operations guide also included event run day sheets. Bump- in started the Saturday before event day in all venues. Risk management. APP events created a full risk management plan with the following instructions: Identifying what, why and how risks arise as a basis for further analysis Analysing risks in terms of likelihood and consequence prioritising risks to identify management priorities developing preventative and /or response measures involving administrative, operational and training aspects establishing a system to monitor and review the performance of the process and changes that might affect it communications - aiding the operations plan on the day of the event Operations. The key logistical tool for the Sydney marathon was the official operations guide. The guide contained all key information, including run sheets, course maps, venue layout plans, radio instructions, key contacts, emergency procedures and incident reporting cards. It supplied event organisers contractors and volunteers and critical operation intormation and procedures, ensuring a higher level of education and awareness.Event day radios were directly linked POC (where key event and stakeholders were located. )The POC could contact emergency services directly.

Event timing If the race starts 10 minutes late then the road re-opens 10 minutes late, causing disruption to the whole city. During the 2003 10K bridge run a problem occurred as a direct result of failure to adhere to event timing logistics An independent company was contracted for the clothing bag logistics on event day and given extensive information regarding timing procedures to ensure athlete clothing bags reached the finish in the shortest time possible. The company had a few short minutes to cross the road closures and drive to finish line. but they got their timings wraong. Due to this company failure 8500 athletes at the 10K finished were waiting over an hour for their belonging contained in the trucks Environmental impact Another key concern on the event day was the weather Gale force winds. Environmental impacts were considered within the risk management plan and strategies to combat such problems were devised. The major implications that running was much harder and finishing times were slower than in previous years. Debrief procedures and stakeholder liaison Post event debrief conducted to finalise all logistical details, debrief meetings with clients and

stakeholders stakeholders were: The event owners - Athletics Australia and Frontiers group Australasia Government bodies, central Sydney operations group, NSW police and Road transport authority and medical groups Venue councils and authorities Contractors - equipment and logistics suppliers Volunteers (620 Volunteers )

QUESTIONS 2

1. List the stakeholders involved in the event? (7 marks)

2. List five of the risks to the event and possible minimisation strategies for each? (5 marks)

3. How could the event manager foreseen the transport problem (5 marks)

4. What aspects of the event logistics would have to change to accommodate an increase of 30% in the number of participants (5 marks)

5. Analyse this event in terms of logistics: supply, transport, flow control risk assessment and information network (8marks)