COLUMN: SPECIAL OPS
Devil in the detail
Sital Chandarana, managing director of Event Trees, on the importance
of contingency planning at every stage of a build
E
xperience is everything when it
comes to having an impact at events.
Event Trees specialises in creating
environments at exhibitions that engage
visitors through highly visual, tactile
experiences. We use incredibly realistic
trees and plants, often alongside real ones,
to soften stands and spaces.
Of course, it takes a lot of hard
work and planning to transform an
event space and a pile of props into
something that can truly be described
as an experience. Allow the public to be
aware of that, though, and the spell is
broken. And this is not just a question
of execution. There’s a whole bunch of
mundane stuff that event visitors don’t
need to be aware of, but which is vital
for success.
Things like Risk Assessment
Methodology Statements, insurance,
health and safety. Much of this is
standard industry fare and exists for all
the right reasons – to ensure events are
safe for exhibitors and visitors alike.
But risk assessments and meticulous
planning are essential for an event
company like ours not just on a
compliance level but also to ensure
we consistently deliver the amazing
experiences our clients expect from us.
We have created entire forests and
displays centred around a single tree.
They work brilliantly in open areas such
as networking zones and coffee stations
as well as exhibition stands.
But, just because we’re working with
trees and foliage rather than display
screens and networks, that doesn’t mean
we don’t have to plan carefully and cover
every eventuality. Builds don’t always
go to plan, so the Event Trees team has
to be responsive, drawing on layers
of contingency planning and years of
practical experience. The devil is always
in the detail and it’s by sweating the small
stuff that we create experiences that are
so realistic and immersive.
Our contingency planning strategy
is simple. We think though absolutely
everything that could happen while
talking through the method statement
for the stand build. We ask
ourselves at every step
what possibly could go
wrong and how we
would counter any
problems. We research
those answers and
determine a contingency
“From the moment
you start loading or
unloading the van,
every little thing
represents a potential
risk to the success of
an event”
in each case, all of which is then
documented on the event planning sheet
so that everyone knows exactly what to
do if something does go wrong, with crew
briefed just before the event so everything
is fresh.
Putting together a solid contingency
plan is as creative an exercise as
developing the event concept. When
working in advance, and with a clear and
unfettered mind, contingency planning is
a natural and positive aspect of our event
plan. It helps us determine operational
weaknesses and to make changes in the
plan to avoid or deal with problems on
site, as sometimes we only have a few
hours to turn around a very complex
build.
Contingency planning can be a huge
money saver, as a crisis during a build can
get very expensive when time is tight.
Events and exhibitions are hazardous
environments by nature. Electricity,
cables, scaffolding, special effects,
bulky set props. All of this is made more
challenging by constraints of space, with
an event venue resembling a patchwork of
mini building sites crunched up against
each other.
From the moment you
start loading or unloading
the van, every little thing
represents a potential
risk to the success of
an event. Every piece
of equipment, every
tool, every prop could
disappear the moment it
is put down unless there is a
plan for accounting for each item
and ensuring it’s in the right place – and
stays there. There is likely to be hundreds
of different crews all trying to shift gear
and rig stands at the same time. The
logistics of setting up and breaking down
exhibitions involves a particular kind of
organised chaos.
One flight case looks much like any
other. An unattended expensive power
tool might just be too tempting for a
light-fingered passer-by. Even a roll of
gaffer tape might be just what a less
organised team is looking for. Without
taking the right precautions, you could
unload, turn your back for five minutes
and then look back to find your gear
gone.
The fact is, losing even just one, tiny
item could scupper your entire build if it’s
important. It’s not just a case of throwing
more resources at a project. Spare gear
and extra people represent a risk in
themselves.
So, having robust procedures in place
to manage these important details will
dramatically reduce the chances of being
torpedoed by an avoidable problem.
Most importantly, we always keep in
mind that no two events are the same
– even when we do repeat events in the
same venue. By the time the Event Trees
team arrives on site, everyone knows the
plan, what they’re doing, when they’re
doing it, how to do it, and what they need
to do it. That allows them to focus on the
build with complete confidence.
It means the hazards and chaos of
the typical event become manageable
aspects of the important work – creating
amazing, magical experiences.
exhibitionnews.co.uk | February 2019
59