Coordinating many parties.
WHAT SUPPLIERS ARE TYPICALLY INVOLVED
Catering Sound and lighting Staging and rigging Furniture and equipment hire Decoration Photography and video Security Power generation Cleaning Transport
WHAT TO ESTABLISH WITH EACH
Exactly what they provide Arrival and setup times
What they need: power, space, access
Their contact on the day The price and payment terms What happens if they fail
WHY ARRIVAL TIMES MATTER
Suppliers arriving in the wrong order block each other.
WHAT ORDER TO SEQUENCE
Structure and staging Power and technical Furniture Decoration Catering
WHY THAT ORDER
Later trades work around earlier ones, not the reverse.
WHAT TO CONFIRM IN ADVANCE
Everything, in writing, days before.
WHY
Verbal bookings are forgotten and double-booked.
WHAT TO RECONFIRM
The day before.
WHY
It is when failures are discovered while they can still be fixed.
WHAT TO ESTABLISH
An alternative for every critical supplier.
WHY
A supplier failing on the day cannot be replaced without one.
WHAT TO VERIFY
Insurance, for suppliers doing anything hazardous.
WHAT TO PROVIDE EVERY SUPPLIER
The schedule, the venue details and their specific requirements.
WHAT TO ESTABLISH
Who they report to on arrival.
