Agree who manages each movement
Begin with the event agenda, venue and the movements actually contracted. We focus on event-related transport. When airport assistance is requested, agree the scope and responsible provider, then share arrival information needed for those transfers. Do not treat a general event-planning contract as full flight or airport management.
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.
Plan access, installation and tests together
Installation and testing are coordinated around the client’s needs, venue access, technical availability and production complexity. Agree the schedule with the venue and suppliers before the event. Technical checks belong to the venue and specialist company; we align their work with guest-facing timings. There is no single setup duration for every corporate program.
Approvals and buffers
We approve the final schedule together with the company’s designated contact. 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. We continue monitoring the weather so a move is based on conditions, safety and available spaces.
Close the program with agreed deliverables
Include removal and contracted supplier deliveries in the working plan. Corporate photography, video and reports are not a universal post-event package. We follow up on the deliverables actually contracted, while the client retains expense and payment documentation. Agree any additional reporting before expecting it at closeout.
DR Web Studio
