An analysis of event organization in the public sector: functioning, shortcomings, and proposals for improvement

Abstract

The study analyzes the organization of events in the public sector, focusing on regulations
related to service procurement, existing shortcomings, and opportunities for improvement. It
aims to promote a more professionalized approach between the public sector and event
companies, resulting in smoother processes and more successful outcomes. To achieve this,
several deficiencies in public procurement are identified, and concrete strategies are proposed
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to optimize the planning, execution, and evaluation of these events. The methodology
combines an analysis of current regulations, particularly Law 9/2017 on Public Sector
Contracts, case studies such as the International Information Security Meeting (ENISE), and my
own experience as an events technician in a public company. This approach helps to identify
the challenges in organizing public sector events, including the drafting of technical
specifications and the need for coordination among key stakeholders. The main finding
highlights that the lack of specific training and the absence of standardization in technical
specifications hinder the efficient and creative execution of events. Additionally, a lack of
flexibility in procurement processes limits the ability to adapt to unforeseen circumstances or
innovations. The principal conclusion underscores that, while clear regulations exist, they do
not fully address the sector's needs. Proposed improvements include the creation of a
specialized technical committee, more detailed planning, and the professionalization of event
managers. These measures could significantly enhance the quality and impact of public events,
aligning them with industry standards.