How do you manage event setup logistics?

The most important thing in my experience is to have the standards set right from the start. This makes sure that we don't communicate with the client incorrectly or give mixed messages. The whole team should be well versed in these standards

A comprehensive event setup checklist isn't just a piece of paper; it's the backbone of successful events. In my experience, streamlining event logistics involves meticulous planning and delegation. I highly recommend structuring the checklist to reflect not just tasks but also the responsible parties and their deadlines. For my checklist of tasks during the event, I will schedule it to the minute. This not only ensures accountability but also minimizes overlooked details. With this by my side I am not scrambling under the fear that I am forgetting something. Additionally, regular updates to the checklist are key to adapting to evolving requirements and ensuring a seamless setup process.

The best checklist is one with great flow. Most jobs have logistical items that impact every other aspect of the checklist and need to be done in that particular order. Things such as venue availability impact both equipment rentals and labor requirements

Having a "stand up" or a group meeting regularly ensures that the standards are set and met. This also gives an opportunity for anybody to address concerns they may have. No job has zero speedbumps

A la vez que se inspecciona y se estudia cómo se llevará a cabo el evento, se deberá re confirmar la operación en base a la disposición real in situ. De una inspección también forma parte toda conexión que podamos crear con los venues manager del lugar para en conjunto poder resolver problemas futuros.

Site inspection is the first and most important checklist item. A person cannot estimate equipment or labor until all of the details are known. Throw distance, load in distance, ceiling height, etc. are all critical things to know before anything else can get started. Rehearsal is also imperative. I tell clients that I would love to rehearse as many times as they are up for- we'll never get a better chance to test and get familiar with everything

Making sure that the team feels comfortable communicating with you can ease the stress of having to monitor yourself. Team members that are well versed in your standards will be able to easily notice when things aren't up to par and let you know so it can be addressed. having multiple sets of eyes and ears on everything is the best and most efficient way to resolve anything as it comes up.

Un evento se hace con un buen equipo de trabajo y los proveedores hacen parte de este equipo. Con ellos se debe tener claridad absoluta de los requerimientos y alcance del servicio, todo debe quedar por escrito y hacer las pruebas y ensayos que se requieran cumpliendo con los requisitos que ellos puedan tener para poder exigir luego el cumplimiento del requerimiento solicitado.