Service
On-Site Coordination
Have you already planned the whole event and need someone to hand the coordination to? I study your project, coordinate the assigned suppliers and run the day, from build-up to break-down.
It is the service chosen by agencies and companies that have managed the event themselves and need a senior figure on the ground to hold it together.
I do not rewrite somebody else's plan. I make it work.
Check my availability
What it covers
Project study
Before the event I read everything that has already been decided: running order, floor plans, supplier contracts, build-up times, assigned roles. I arrive on site with a clear picture of every movement of the day.
Coordination of the assigned suppliers
I become the single point of reference for the crews on site: set-up teams, technical services, catering, hosts, security. Everyone knows who to ask, and you stop fielding endless phone calls, because there is someone taking care of all of it for you.
Running the day
I keep the running order on time and check that every phase starts when it should: build-up, welcome, stage moments, service, transfers. It is the work nobody notices when it is done well, and everybody notices the moment it is missing.
Handling what goes off plan
A supplier running late, an incomplete delivery, weather that changes the plan. These are the things that happen at every event: the difference is having seen them before and knowing the order in which to solve them. When needed I make decisions on the spot, within the boundaries we agreed.
Closing and handover
I follow the break-down and the handback of the spaces, and leave you a report on how it went: what worked, where time was lost, what I would change for the next edition.
When you need this service
- The project has already been planned by a project manager and only the delivery on the ground is missing.
- The in-house team is running several events at once and cannot be present at all of them.
- The event takes place in a city where you have nobody you trust.
- You need a senior figure who also speaks English or Spanish with suppliers and international guests.
How it differs from event management
They are two different services and it is worth not confusing them.
On-Site Coordination
I step into a project that is already defined. I do not manage budget or scouting: my job is to make things happen during the event days.
Event Management
I follow the event from the start: objectives, planning, budget, supplier selection, production and final reconciliation.
Frequently asked questions
How far ahead should I block the date?
The earlier the better. In high season the available dates run out several months in advance.
Are site visits needed before the event?
They are always strongly recommended, and necessary for structured events.
For an event in a venue where I have not worked before, a site visit is always necessary. We assess this together when you tell me about your event.
Can you coordinate multi-day events?
Yes, subject to the dates being available.
Do you also work with suppliers you don't know?
Yes, that is the norm in this service: the suppliers have already been chosen by whoever planned the event. My job is to coordinate them towards the event.
What if an important decision has to be made during the event?
Before we start we define what I can decide on my own and what needs your sign-off, in case there are specific guidelines to follow depending on what the event requires.
Do you already have your event dates?
Write to me with the date and city of the event: I will tell you straight away whether I am available and what I need in order to prepare.
Write to meIf the event is still to be built or is in the planning stage, the right service is event management. You can also look at the portfolio of projects or read how I work.