Event Industry Suppliers and Event Organisational Structures

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Event Industry Suppliers and Event Organisational Structures

Since the beginning of time human beings had the need of having special events. First, they were made for cultural and celebration purposes, but their area increased continuously. Today, the events vary from personal celebrations to mega events, from voluntary events to private musical events, form cultural to sporting events. Shone and parry classify special events by purpose and these are: leisure events (sport, recreation, and leisure), personal events (weddings, anniversaries, and birthdays), cultural events (Sacred, ceremonial, folklore, art, and heritage) and organizational events (commercial, political, charitable, sales). According to their size and scale, events are categorized in the following way, from the smallest to the biggest: local/community events, hallmark events, major events and mega events. (Bowdin, 2006, p.15)

As Bowdin (23, 24) says further in his book, because of the complexity and volume of events industry today, a large range of event suppliers had been developed, which may work only for this industry, like catering, staging, lightning, fireworks, entertainment, but as Tassiopoulos (2005, p.46) states, few suppliers are dedicated exclusively to the events, they just interfere with them as transportation, communication and security do. Events are organized by professionals working in a specific organizational structure, according to the size and complexity of the event. This could be simple, functional or a network one or a matrix type if the event is held at various venues. The network type consists in having an event manager or a small team as organizer(s) and hiring suppliers for what the event needs. So even if the organising team is not big enough to produce all the resources for an event, it can hire other organizations that supplies them with what else they need for materializing the event concept. This process is called by Bowdin as creating “virtual organisations” that lasts during the event then they disintegrate and each party can find other such organisations to join for future events. This kind of structure has the advantage of quick decision making, because the people who are making decisions are few in numbers, or only the event manager, others just being hired to do specific services. The activities of the events are usually categorised into distribution, production, venues and ancillary services. Shone and Parry (2010, p.43 ) offer a list of organisations categorised by the type of services they are offering. The organisations who are working in the production area are: event management companies, party planners, production companies, event catering companies, exhibition and theatrical contractors and designers, technical services companies or individuals, professional party/conference oganisers, multimedia support companies voluntary bodies and education and training.)

Distribution organisations could be individual events and venues, event and conference agencies, trade madeia, hotel booking agencies. Visitior and convention bureau, incentive travel agencies, exhibition organisers, ticketing agencies, trade exhibitions and national and local tourist bodies. Some organisations that could supply the events with venues or services for venues are event room/hall/grounds hire, catering and kitchen facilities, accommodation, food and drink suppliers, business support services, medical and crèche services, information and customer services, technical support, waste disposal and grounds clearance, toilets washrooms and public facilities, parking security and set designers. Also, still according to shone and parry, the organisations who offer anciliary services are: accommodation providers, photographers and video makers Transport and guiding services, music and entertainment providers, travel companies, costume hire service, marquee hire services, printer, floral contractor, database support service, fireworks...
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