Report: AEV Event Managers Working Group, November 17 2016


Report: AEV Event Managers Working Group, November 17 2016

19 Dec 2016

The AEV Event Managers Working Group held its last meeting of 2016 at Manchester Central on Thursday November 17, 2016, with 20 members attending and Emma Chilton of ACC Liverpool in the chair.

Chilton opened the meeting by thanking Manchester Central for hosting the group, and all the members and guests for attending. Following the reading of the apologies, the minutes of the last meeting were approved, and the group moved on to the discussion topics of the day.

Starting with the feedback from the sub-committee assigned to look at standardising forms, the group heard and discussed the sub-committee’s initial findings upon examining forms previously submitted by members. The group recognised that standardising forms represented a serious commitment of time and effort, and that existing in-house forms worked well enough. The group also acknowledged that pre-event form filling by organisers was slow, but form completion on the day was much swifter. Michelle Baldwin of NEC reported that organisers liked the Open Morning Checklist, and that this might be a good candidate for standardisation. The group resolved to ask the sub-committee to review four forms, a stand sign-off form, an open morning checklist, a rigging form and a special risks form. The chair requested that all group members submit their in-house forms to AEV which will collate the information for the next meeting of the sub-committee.

The group then moved on to the topic of the EBMS system, used by several group members. Craig Beardall of Manchester Central demonstrated version 20 of the system live to the group, generating considerable interest and discussion. The group noted its benefits, including the ability to link to financials and other systems, and its utility for audits and assessments.

The next topic for discussion was an update from the eGuide sub-committee on live tissue and lasers. AEV director Rachel Parker told the group that the sub-committee had recommended separating special treatments from medical treatments, and this would be reflected in the next edition of the eGuide. Parker advised the group that whilst the eGuide is updated once a year in the summer, the eGuide sub-committee agreed to review whether it could be updated twice a year, depending on the urgency of the subject.

The eGuide section on drones provided the next subject for discussion. The group noted that the guidance had been circulated amongst event managers, H&S working groups and the eGuide team, and all parties were satisfied with the guidance. There were some questions about specific points, and the the group agreed that the AEV should check these points for clarity. The chair remarked that the eGuide does not contain or constitute the law, so venues are free to make their own decisions regarding drones.

A discussion on venue floor plans came next, with the chair noting that some suppliers are working from old floor plans, and asked the group whether suppliers could be updated when floor plans change. The group identified two issues contributing to this problem, namely that venues need to communicate changes in floor plans to their suppliers, and that the suppliers need to fill in their plans correctly. The group noted that ESSA should be able to compile a list of their Stand Plan members into a database that could be used to distribute changes to floor plans. The group agreed that AEV should update the group after approaching ESSA about a database.

With the principal discussion topics dealt with, the group then moved on to a busy session of round table news and general venue updates, including new appointments, refurbishments, rebrands and new venue features like the ExCeL London boulevard development. Parker asked the group to make a note in their diaries of the next AEV Conference on Thursday 29th June 2017, at The Vox Conference Centre, Birmingham, and the Event Managers Working Group meeting the day before at the NEC. Parker also updated the group on the newly created Board Steering Groups looking at, amongst other things, the AEV website, logo and brand. Parker asked all members to give their thoughts on the AEV website and what they would like to see in terms of content, tools and facilities.

With the main business concluded the group agreed the next meeting date on Wednesday 28th June, 2017 at The NEC, Birmingham, a day ahead of the AEV Conference.

The group then moved onto Any Other Business. Lucy Crockford of Farnborough International tabled the subject of pre-tenancy build and how other venues deal with this. The group noted that several venues have contract addendums to deal with early access, and that most venues are happy if in-house contractors are doing the work. The group also noted that early access still requires the presence of a security officer on site to comply with CDM regulations, and additional insurance cover.

Parker updated the group on AEV/AEO/ESSA’s “Stop The Drop” campaign to increase awareness of working at height. Parker said that the campaign was relevant to all the associations, and that the HSE were reportedly very pleased with the campaign. The group asked whether posters and other collateral were available to them, and asked AEV to investigate.

Finally, Parker raised a previous agenda point of eGuide translation, and reported that the topic had now been closed as no convincing justifications for getting the eGuide translated had been heard.

With all the business concluded, Chilton closed the meeting with thanks to Manchester Central for hosting and the group members for attending.




  • "Great day hosting our first AEV working group event!..WOW did I learn a lot and some great insights into how other venues work and the challenges they are trying to overcome. If you are a venue looking to network with other like minded professionals I would recommend looking at joining the AEV".
    Danielle Worker
    Corporate Events Team Leader, Silverstone Circuits Ltd
  • "“Great essential for a successful venue. The AEV provides a platform to establish consistent best practice in this field"
    Phil Wetz
    Retail & Catering Manager, ExCeL London
  • “The AEV provides collective representation for its member venues, turning individual commitment into a group effort"
    Paul Brough
    Venue Health & Safety Manager, Olympia London
  • "Proud to be part of this Cross Association discussion. I am confident in our ability to improve and progress our working platform through conversation".
    Amir Vered
    Head of eForce and IT, Olympia London (Chair of Cross Association Technology WG)
  • “The AEV is essential to the venue sector’s ability to cooperate and collaborate"
    Jazmin Beale
    Head of Marketing & Communications, Olympia London
  • “The AEV undertakes crucial work on behalf of event venues up and down the country to ensure our voice is heard. They reinforce the important role our sector plays in delivering economic impact, increasing trade, providing jobs and driving the visitor economy.”
    Lucy Merritt
    Head of Marketing and Communications, ExCeL London
  • AEV Membership is a key part of our business strategy; it has and will continue to be a core elements of our plan to support knowledge sharing in the industry and to develop both our team and the venue.
    Kate Vandenburg
    Marketing Director - Business Design Centre
  • Our team at ACC Liverpool feel indebted to the substantial work that the AEV do for our amazing industry. As the pillar association for venues across the country it’s a real privilege for our teams to participate in many of the working groups, learning and contributing to new processes which helps drive our industry forward on a national scale.
    Colm Graham
    Senior Exhibition Account Manager, ACC Liverpool
  • We have benefited hugely from all of the insight, discussion, events and networking, but it has also meant that we have been able to give back to the industry by sharing our unique experiences and professional knowledge and allowing our employees to help lead and shape the Association from the inside.
    Mathew James
    Head of Brand, Telford International Centre
  • “The AEV has been an invaluable asset to us as a company and the wider industry, helping to lobby on the industries behalf, consolidating and distributing information and facilitating vital knowledge sharing.”
    Charlie Hodgson
    Managing Director at The Kia Oval