This is the detailed process of planning and coordinating any large and complex activity involving people and equipment. This involves building and executing the transport and management plan for any event, be it an exhibition or convention, an indoor or outdoor concert, a specialist festival, an anniversary celebration, official ceremony, a competitive sporting event or simply a large party.
The Fairexx event logistics planning process includes the creation of a detailed budget and time management programme, the identification of critical dates and red-letter days supported by extensive contingency planning with a range of alternate options.
Central to the planning process is setting, in writing, the primary dates and location of the event and, if appropriate and possible, organising a pre-visit to ensure awareness and familiarity of the destination. Once this has been agreed, the process moves on to obtaining the correct, required and relevant documents & certifications, for considerations such as alcohol authorisations, insurance warrants and Public music licences.
This efficiency is particularly important and often vital when staging an activity internationally. What is required in the Middle East is not necessary required in Eastern Europe. Shipping permits needed in Lebanon will almost always be different from Dubai and communication methods that are correct for Osaka probably won’t get the desired response in Beijing. International events can be a confusing maze of permits and protocol but through event logistics planning what is OK in London can also be OK in New York. Just remember Ich bin ein Berliner is not correct either!
Event Logistics Specialists
Event Logistics specialists are trained to understand local laws, cultural idiosyncrasies, peculiarities and eccentricities relating to many diverse requirements such as appropriate transportation and VIP parking. If you are not sure how to greet VVIP’s and where you should seat Embassy officials and their visiting Ambassadors, then you need an event logistics expert.
Just some of the logistics questions that need to be considered are; what is the theme or keynote speech for the event, who are to be the keynote speakers, backup entertainers and master of ceremonies? And … don’t forget the dancers, their wardrobe and their individual minders - pre and post-performance. There’s more of course such as emergency planning and emergency services support, aid stations, security services, local and regional law enforcement agencies, utilities, electricity and water, catering, local labour support, décor arrangements, event support, and then when it’s all over the breakdown, removal, location clean-up and management of the local social impact.
Fairexx logistics planners are skilled in the co-ordination and management of events of all shapes and sizes - from an early morning sunrise meeting to an internationally important medical conference. Our experience includes cardio seminars, live events for leading car companies such as BMW and VW and even world renowned rock bands famous for their extravagant stage performances.
Corporations and organisations of every size recognise that event logistics and management planning is one of the most powerful strategic marketing and communication tools available. A creative and effective approach to dynamic entertainment, product launches, press conferences and taste demonstrations will always go a long way towards ensure the success of a communications and marketing strategy.
At Fairexx our clients have unlimited access to our vast logistics experience as well as our portfolio of tools and documentation. We understanding the importance to you of staging a successful event and we are here to make it happen.