Information Systems for Large-Scale Event Management: A Case Study

Boon-Yuen Ng

Abstract


Information systems (IS) have considerable use in supporting large-scale communication andcoordination. This is especially important in contexts such as major event and crisis managementwhich have complex requirements on people and technology. IS facilitate the disseminationof real-time information and coordination among decision makers, and thereby the managementof the entire event. This paper describes a case of management and deployment of ISfor a large-scale event as an exemplar in this area. Singapore won the bid to host a major internationalevent, the Annual Meetings of the International Monetary Fund and World Bank, collectivelyknown as S2006. However, there were complex requirements and daunting challenges tobe overcome in managing such a high-profile and large-scale event. The paper describes howthe Committee in charge delivered the IT infrastructure and systems for this large-scale eventwith 23,700 participants from 184 countries. It suggests several lessons for IT executives incharge of managing large-scale events, mainly for planned (e.g., sports events) and to someextent for unplanned (e.g., Japan tsunami or BP oil spill crisis) events. Particularly, it highlightsthe need for advance preparedness, use of IS for situation awareness, cultivating relationshipsfor communication and coordination, and the importance of vendor management and projectmanagement skills. These lessons are valuable for IS deployment for large-scale communicationand coordination for future mega-events and to some degree for preparedness for unforeseenevents.

Keywords


Large-scale communication and coordination, Event/conference management, Planning and preparedness, Situation awareness, IT project management, Crisis management

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Ng, B. Y. (2012). " Information Systems for Large-Scale Event Management: A Case Study "Pacific Asia Journal of the Association for Information Systems, 4(3), pp.15-44.