Case Study: Cornwall Pride

Posted by .

Introduction

Cornwall Pride is a series of eleven vibrant and inclusive events celebrating the LGBTQIA+ community across various locations in Cornwall. These events are integral to promoting equality and diversity, fostering a sense of community, and offering a safe space for expression and celebration. Diverse Events CIC, a community interest company specializing in event management, has been instrumental in the successful planning and execution of these events. This case study explores how Diverse Events CIC ensures the smooth operation of Cornwall Pride events, with a focus on risk assessment, contingency planning, sourcing medical and security cover, stage production, performer organisation, and achieving financial efficiency for the client.

Event Overview

Cornwall Pride consists of eleven events, each tailored to its unique location and community. These events feature parades, entertainment, stalls, and various activities aimed at celebrating diversity and promoting inclusivity. Managing such a diverse array of events requires meticulous planning, coordination, and execution.

Risk Assessment

Process

  1. Identification of Risks:
    • Diverse Events CIC identifies potential risks associated with each event, including weather conditions, crowd control issues, medical emergencies, and security threats.
  2. Risk Analysis:
    • Each identified risk is analysed for its likelihood and potential impact. This involves consulting historical data, local authorities, and other stakeholders.
  3. Risk Evaluation:
    • Risks are evaluated based on their severity and probability. A risk matrix is used to categorize risks into different levels of priority.

Implementation

  • Documentation:
    • Comprehensive risk assessment documents are created for each event, detailing potential risks, their impact, and mitigation strategies.
  • Stakeholder Consultation:
    • Regular meetings with local authorities, emergency services, and landowners ensure that all potential risks are considered and addressed.

Contingency Planning

Development

  1. Emergency Response Plans:
    • Detailed emergency response plans are developed, including evacuation procedures, emergency contact information, and roles and responsibilities of event staff.
  2. Backup Resources:
    • Contingency plans include backup resources for critical infrastructure such as power supplies, communication systems, and transportation.

Execution

  • Training:
    • Event staff and volunteers undergo thorough training on emergency procedures and contingency plans.
  • Tabletop Exercises:
    • Regular tabletop exercises are conducted to ensure preparedness for various emergency scenarios.

Sourcing Medical and Security Cover

Medical Cover

  1. Provider Selection:
    • Diverse Events CIC collaborates with reputable medical service providers to ensure on-site medical cover.
  2. Resource Allocation:
    • Adequate medical personnel and equipment are allocated based on the size and nature of each event.
  3. Coordination:
    • Medical teams are integrated into the event management plan, with clear communication channels and predefined protocols.

Security Cover

  1. Risk-Based Deployment:
    • Security personnel are deployed based on the risk assessment, ensuring high-risk areas receive adequate coverage.
  2. Coordination with Authorities:
    • Close coordination with local police and security agencies ensures a comprehensive security strategy.
  3. On-Site Security Measures:
    • Implementation of on-site security measures such as crowd control barriers and security checkpoints.

Sourcing Stage Production and Organising Performers

Stage Production

  1. Provider Selection:
    • Partnering with reputable stage production companies to ensure high-quality stages and sound systems.
  2. Customisation:
    • Customising stage setups to fit the unique requirements of each event, including lighting, sound, and visual effects.
  3. Coordination:
    • Coordinating with stage production teams to ensure timely setup and breakdown, as well as seamless integration with the overall event schedule.

Performer Organisation

  1. Talent Sourcing:
    • Identifying and booking a diverse range of performers, including musicians, dancers, speakers, and drag artists.
  2. Logistics Management:
    • Managing all logistical aspects of performer participation, including travel, accommodation, and technical requirements.
  3. Scheduling:
    • Creating detailed performance schedules to ensure a continuous and engaging program for attendees.

Financial Management and Savings

Cost Reduction Strategies

  1. Vendor Negotiations:
    • Negotiating with vendors and service providers to secure the best possible rates.
  2. Resource Sharing:
    • Leveraging economies of scale by sharing resources across multiple events.

Financial Reporting

  • Transparency:
    • Detailed financial reports are provided to stakeholders, ensuring transparency and accountability.

Event Management and Coordination

Road Closures and Traffic Management

  1. Planning:
    • Detailed plans for road closures and traffic management are developed in consultation with local authorities.
  2. Implementation:
    • Effective communication with the public and local businesses ensures minimal disruption.

Stall Bookings and Vendor Management

  1. Stall Allocation:
    • Efficient management of stall bookings ensures a diverse and vibrant marketplace.
  2. Vendor Support:
    • Providing vendors with all necessary information and support to ensure smooth operations.

Liaison with Local Authorities and Landowners

  1. Permissions and Approvals:
    • Securing all necessary permissions and approvals from local authorities.
  2. Stakeholder Engagement:
    • Regular engagement with landowners and other stakeholders to address any concerns and ensure their support.

Conclusion

Diverse Events CIC’s comprehensive approach to managing Cornwall Pride events ensures their success and sustainability. Through meticulous risk assessment, robust contingency planning, efficient sourcing of medical and security cover, high-quality stage production, and effective performer organisation, Diverse Events CIC delivers safe, inclusive, and financially viable events. Their expertise in event management and coordination, coupled with strong stakeholder relationships, makes them an invaluable partner in celebrating diversity and fostering community spirit in Cornwall.