By Sertuin Events
Arrival information
For every flight, provide the flight number, live tracking information and number of passengers. When groups land at different times, assign different vehicles instead of forcing everyone into one long wait.
Transport timing
The safe margin depends on where guests stay and the distance to the event venue. Airport traffic, hotel entrances, group loading and venue access all affect the schedule. The most common delay is not the setup; it is guests arriving later than expected.
Setup windows
A simple meeting may need only a short installation, while a complex production can begin up to 48 hours before the event. The timeline should specify supplier access, loading, technical tests, branding, furniture, catering and final room inspection.
Approvals and buffers
Sertuin and the company's designated contact approve the final schedule together. Suppliers receive arrival times with enough margin that a short delay does not affect guest-facing activity. Critical technical systems are tested before attendees enter.
Weather alternatives
Outdoor activities should have a proposed Plan B. When the client accepts that alternative, it is prepared according to the agreed scope. The team continues monitoring the weather so a move is based on conditions, safety and available spaces.
From arrival to departure
Corporate event management can cover airport arrivals, the program itself, external activities and final departures when included in the scope. A single master timeline should connect all of them; otherwise a flight delay can become an event delay without anyone seeing the dependency.
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