Planning

The planning phase for the outdoor grand opening event began with meeting the sponsor to discuss the conference’s vision, objectives, and goals. Planning documents, timelines, stakeholder registry communication plans, and change processes were created. Risks were identified, and the planning team worked on contingency plans for the outdoor event. Then, research was conducted to find suitable vendors, and contracts were negotiated and procured for audiovisual equipment, a DJ, a food truck, décor, and an event rental company. Coordination with audiovisual technicians ensured premium sound quality through sound checks. Weekly meetings and communication with stakeholders took place to keep them informed and engaged.

On-site Management

For on-site management, the team oversaw the entire onsite setup and event staff and coordinated with the client on ReStore staff. Updates and the run of show were shared with the sponsor, planning team, event facility, vendors, and personnel as applicable. The team managed onsite setup the day before and on the day of the event, and also oversaw audiovisual rehearsals to ensure a seamless experience. Final reports and receipts were submitted as required within 72 hours after the event.