There is the idea for an event. Then there is delivering it. Using a methodology that, from the outset, leaves absolutely nothing to chance and for which 3 basic rules must be observed by our project coordination managers.
One tiny thing and everything can go pear-shaped. This is the fear of every event organiser and client! There is a weapon to prevent this: a cast-iron methodology based on at least 3 indispensable rules.
Plan the work
It all starts a long way ahead of the event, from the point at which the coordination manager knows what the time scale is and what skills will be needed. The teams are trained, the event is stripped down into blocks of tasks, responsibilities are allocated (production, budget, customer relations) and a strict schedule is established. This provides for weekly meetings involving the teams and fortnightly meetings with the client and the representatives. Applying a cast-iron methodology is a golden rule, if only to reassure the client, to meet his expectations, and to achieve a truly professional result. A super-creative idea with no methodology is a guaranteed dead-end, our project coordinators will tell you. The secret lies in a skilful combination of method and madness, as in the cinema or architecture, which are based on the same rules and are sources of great inspiration.
Supervise on the large and small scale
Coordination implies juggling two positions: a step back to get a widescale helicopter view of the progress of the work, and continuous direct contact with the various departments involved. Bringing the two together, circulating information and picking up any problems are fundamental.
So it’s acting like a drone equipped with a 3D printer that is constantly being used to build bridges of information between the participants wherever it seems lacking. There are new apps that could improve the management of the shared retroplanning, enriched with the experience of everyone. A tool for the future, maybe.
Double check everything
You need to be on top of deadlines, the teamwork, the relationship with the client and subcontractors, communication before and after the event, as well as the slightest detail regarding any aspect of the event itself. There will be an avalanche of questions that, at the last moment, is converted into a checklist: what effect can the weather have on D-Day? Might current events prevent guests from turning up? Are the staff professional and in place? Is the reception desk well organised to prevent an endless queue? Is the temperature in the venue bearable? Is the planned artistic performance ready? It’s a list that can give you sleepless nights!
To anticipate the worst, a candid meeting in advance can help to flush out and prevent the slightest flaw in the event. In the event of a problem in the heat of the moment, the ability of the team and the coordination manager to react will be the only safety net.