A museum? But isn’t that a public space? Yes, it is. In this case we had to respect the museum’s opening hours. It presented an additional challenge. How did we solve it?
- We took extra security precautions: more staff and safety crew to build the stage, sort out the projection and position the audiovisual equipment.
- Backstage, the catering staff began their preparations. When the museum closed its doors we brought out the tables and positioned them.
- We ran the installation of the audiovisual equipment from the mezzanine to get everything ready in good time.
- We brought a Spanish-speaking colleague with us to make sure that there were no communication problems on site.
✔ Find a location to suit the theme
We arranged all the Spanish transfers for the guests. From museum to hotel, from hotel to conference, from hotel to airport… Despite a couple of inconvenient arrivals at airports, such as Malaga, which is quite a distance away, we managed to get all of the guests to the event on time. None of the guests were forced to make arrangements of their own.
✔ Get the conference goers, their partners and the finalists to the event on time
We planned the award event to the smallest of details. And for many of those we even had a ‘plan B’ – well, you never know. We had a separate strategy, for example, covering a ‘bad weather scenario’. Thanks to all these preparations everything went like clockwork on the day of the event. We arranged for the suppliers to visit the location a few times in advance, to make sure that nothing would be left to chance. On the day of the event we provided four De Buck Project Managers, to make sure that everything ran smoothly. When you use your own people it is always easier to bounce off each other, get your preparations right, switch up to a higher gear and rely on each other.
✔Create a memorable event on a limited budget
Our client was highly stressed about this award event, which was his first. He was extremely happy to leave us in charge, to see that everything was going well and to concentrate on enjoying what was happening. Or, as he put it:
“An architect tries to combine uniqueness with solidity in a building, within the budget given him. You have approached this event like a good architect !”