Solving the Puzzle of Event Organisation: An Interview with Chiara Ceccarelli
At haca.studio, we approach event management through five essential phases: Plan, Organise, Communicate, Execute, and Assess. Each phase plays a crucial role in ensuring an event's success. Today, we're focusing on the second phase - Organisation - by speaking with Chiara Ceccarelli, one of our experienced event managers.
The Organisation phase is where the groundwork laid in the Planning phase starts to take shape. It's a critical stage that involves coordinating logistics, from selecting venues to securing suppliers. We sat down with Chiara to gain insights into her approach to this vital phase. Known as the 'bridge-builder', Chiara approaches each project like a complex puzzle, fitting together elements with the precision of a master craftsman.
Chiara, could you start by telling us how you approach the organisation phase of event management?
I've always been fascinated by puzzles, especially building blocks. That's actually how I approach the organisation phase of event management. In the beginning, I see the event as a set of building blocks that we need to assemble.
Once we have a clear plan from the initial phase, we proceed with organising all the pieces - venue, catering, speakers, accommodation, and so on. The trick is to understand which blocks are more fragile and need extra attention, and which are easier to implement.
For example, securing a high-profile speaker might be a more delicate 'block' that needs careful handling, while setting up standard audio-visual equipment might be a more straightforward piece.
That's an interesting analogy. How do you typically break down this phase into manageable tasks?
Just like when you're building with blocks, I start by sorting all the pieces. I create detailed checklists covering every aspect of the event - from venue logistics to speaker management, catering arrangements, and technical requirements.
I then categorise these tasks based on their complexity and interdependence. Some pieces need to be put in place before others, just like in a complex 3D puzzle. This approach helps ensure we're building our event structure in the most efficient and stable way possible.
With so many pieces to manage, how do you prioritise?
Prioritisation is key in the organisation phase. I use the Eisenhower Matrix to categorise tasks based on their urgency and importance. This helps me and my team focus our energy where it's most needed.
For example, tasks like securing the venue and key speakers are usually both urgent and important, so they get top priority. On the other hand, something like choosing table centrepieces might be important for the overall aesthetics but less urgent, so it can be scheduled for later.
It's like when you're building a complex structure - you need to start with the foundation and key support pieces before you can add the decorative elements.
You've mentioned your team a few times. How important is team building in this phase, and how do you go about it?
A good team is absolutely key. They must be leaders in their own right and the best at what they do. It makes everything different because there's trust.
When building my team, I look for individuals who not only have the necessary skills but also leadership qualities. Each team member should be capable of taking initiative and solving problems independently. This creates an environment of trust and efficiency.
I also believe in fostering a team culture where everyone feels valued and heard. We have regular brainstorming sessions where all ideas are welcome. This not only leads to creative solutions but also fosters a sense of ownership among team members.
That sounds like a strong approach to team building. How do you balance leading your team and supporting your clients during this phase?
Organising an event is always a balance between supporting and leading. Sometimes you need to take charge and make tough decisions, and other times you need to step back and support your team or clients in realising their vision.
I find that clear communication about roles and expectations is crucial. I make sure everyone, including the client, knows where they have autonomy to make decisions and where they need to consult with others. It's about creating a framework where everyone feels empowered but also knows they have support when they need it.
Events often come with unexpected challenges. How do you prepare for these during the organisation phase?
Ah, the unexpected - an event planner's constant companion! I live by the motto "Hope for the best, plan for the worst". During the organisation phase, we create detailed risk management plans, anticipating potential issues and preparing contingencies.
For example, if we're planning an outdoor event, we'll always have a backup indoor venue or a plan for a quick tent setup in case of rain. Or if we're relying on a particular speaker, we'll have a replacement lined up just in case.
How do you manage relationships with vendors and suppliers during this phase?
Vendor management is a crucial part of the organisation phase. I believe in building strong, respectful relationships with all our suppliers. Clear contracts, open lines of communication, and prompt responses to queries are all essential.
I create a detailed vendor contact sheet and schedule regular check-ins as the event approaches. This helps ensure everyone is on the same page and can quickly address any issues that arise.
We've talked a lot about the organisation phase itself, but what happens after the event is over?
The post-event phase is just as crucial as the planning and execution. In fact, we'll be discussing this in more depth in an upcoming blog article, but I can give you a quick overview.
Post-event evaluation is where we gather all the learnings that will make our future events even better. We collect feedback from attendees, analyse what went well and what could be improved, and document all our insights.
Think of it as examining our completed puzzle. We look at how all the pieces fit together, identify any areas where the fit wasn't quite right, and use these insights to build even better 'puzzles' in the future.
As we wrap up, what final advice would you give to someone managing the organisation phase of an event?
Remember that the organisation phase is where you lay the groundwork for success. Be meticulous in your planning, but also remain flexible. Build a strong team of leaders and foster open communication.
Don't forget to plan for the unexpected - it's often what sets great event managers apart. Lastly, always keep your attendees in mind. At the end of the day, we're creating experiences for people, and that should guide every decision we make.
And if you're ever feeling overwhelmed, remember the building blocks analogy. Take it one piece at a time, focus on how they fit together, and before you know it, you'll have built something amazing.
Conclusion
Organising an event is like solving a complex puzzle, where every piece plays a vital role in achieving the bigger picture. As Chiara Ceccarelli shared, the Organisation phase is about more than just logistics—it’s about strategic planning, effective teamwork, and anticipating the unexpected. By approaching this phase with meticulous attention to detail, clear communication, and a proactive mindset, event managers can lay a strong foundation for success. Remember, every event is a unique puzzle to be solved, and with the right approach, you can build something truly extraordinary. Stay tuned for our next blog, where we dive deeper into the next phases of event management, ensuring every event you plan is a resounding success.
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haca.studio is an event agency based in Brussels, specialising in creating memorable experiences tailored to client needs.
