Carlotta Caretta works at beon. production division, where communication, teamwork, planning are crucial to the success of any project.
Every time a new event project arrives, how exactly are coordinated the different teams in production: design, audiovisual, decor, etc.?
When a new project begins, the first move is to set a meeting with all the teams that will be part of the event. The outcome of this initial briefing will result in a first work plan where all the clients’ requirements are analyzed and teams share their needs and functions. After this meeting, the project coordinator will be in charge of ensuring that all decisions taken, tasks to be performed, and deadlines to be met are accomplished. But also, this figure must grant that information and communication flow during the whole project development.
Logistics is a core element in the event industry. Could you hint us some tips to full coordination and synergy optimization?
We may consider two types of logistics when it comes to event production. On the one hand we basically have the material logistics and on the other side we have a logistic linked to staff and personnel participating in the two first stages of the event (set up and celebration). Whichever the case, the figure of the coordinator will evaluate the actual needs of every department with the aim of suggesting the smartest solutions for each client’s requirement.
Sometimes, workflow and events number may possibly require partial or total simultaneity. How can these circumstances be solved?
The key lies in understanding which the priorities are and what eventualities may arise in each project in order to plan all the work in detail with your teams. A good work plan and a trained team allow the production machinery to advance without the constant presence of the project coordinator.
In the end, teams must operate like a big family. What will you say are the most valued skills there?
It is crucial to maintain a positive attitude. Within the event industry and, specifically in the production field, the smile of a co-worker always helps to feel better, to look at things from a different perspective. And this is very important when the workload is so high.
Could you share any daily anecdote or any situation in which you have to deal with especially difficult contingencies?
Contingencies are the spice of events. This is why we rely on a team that unites all efforts and works together, no matter their task and skill, to make any project a complete success.
There are many occasions in which circumstances have put us to the test, but those are the times in which you overcome all challenges with the help of your teams. All these moments bring a smile to my face.