Event Management
Event management and operational support.
Choose the level of support: full management, extra hands for your team on specific tasks, or coordination of technical services. We also bring suppliers and partners you have already appointed into the coordination.
For companies, associations, municipalities and organisers.
Modules
Three modules to choose from
Each module can be commissioned on its own, and elements can be combined.
Full management
We manage the entire project within the agreed scope.
Suitable if …
You want to run an event and hand over planning and coordination to a single partner.
Agreed tasks
- Project management including time, budget and resource planning
- Selection and coordination of suppliers, artists and exhibitors
- Site and infrastructure planning with specialist companies
- On-site management during the event
- Communication, where included in the assignment
Deliverables
- Project plan and timeline with milestones
- Budget with regular updates
- Supplier and partner overview
- Run sheet and show plan
- Final report with recommendations
Your role and key decisions
- Approval of concept, budget and programme
- Commissioning of suppliers according to the agreed model
- Organiser role and applications to the authorities
Support with specific tasks
We reinforce your team on clearly defined tasks.
Suitable if …
You have your own team and need extra capacity or experience for certain tasks.
Agreed tasks
- Coordination of individual project areas
- Exhibitor management from first contact to pitch allocation
- Supplier coordination
- Artist liaison
- Scheduling and task management
- On-site operational lead, where agreed
Deliverables
- List of tasks and responsibilities
- Exhibitor or supplier overview with status
- Run sheet for the areas handed over
- Short closing report
Your role and key decisions
- Deciding which tasks we take on
- Regular check-ins with your project lead
- Overall responsibility for the event remains with you
Technical coordination
We coordinate technical services with specialist companies.
Suitable if …
Your event needs a stage, technical equipment, power or temporary structures, and you want one coordinator for these services.
Agreed tasks
- Specifications and requests for quotations
- Stage, sound and lighting
- Power and temporary structures
- Sanitation and logistics
- Liaison with security service providers
- Set-up and dismantling schedule
Deliverables
- Specifications and comparison of quotations
- Technical schedule for set-up and dismantling
- Contact and interface list for all services
Your role and key decisions
- Commissioning the specialist companies
- Technical certificates and safety plans by qualified professionals
- Permits from the competent authorities
Responsibilities
Clear boundaries in every module
We agree the scope of every assignment in writing. As a general rule:
VACANTO
Concept, planning, coordination and project management within the agreed scope; preparation of documents where included in the assignment.
Specialist companies and professionals
Technical services and certificates, and safety and security plans by qualified professionals.
Organiser and competent authorities
Event ownership and applications lie with the organiser; permits are issued solely by the competent authorities.
Which tasks would you like to hand over?
Tell us about the event, the dates and the tasks you need help with – we will tell you how we can support you.