Logistics

Our approach to logistics is participant focussed. When designing pieces of work we always start with "what makes sense for the participant" not from the view of "what's easiest for logistics". That said we do take into account the constraints of the venue and any 'givens' such as budgets, timescales and resources. If you can't work with that mindset then you will find it hard to organise logistics for large-scale events using approaches such as real time strategic change, open space, future search etc.

Two areas where people make the most assumptions when it comes to large scale event logistics is:

1. My secretary can organise that
2. Let's get in an event management company to manage the event

There is nothing wrong with both statements. Here though are some tips we've found over the years.

• Secretaries have full time jobs. If they didn't they why would you employ then. And they are capable of organising large complex events. But to do the events justice please be prepared to give them the time that the logistics process needs. If you are asking your secretary to organise an event with complex pieces of work and complex venue logistics for a couple of hundred people or more then they will need to stop doing or give away some of their current work. There is no short cut to good event logistics.
• Typical (although not all) event management companies have an idea that organising a large 'real time strategic change' or 'open space' event is a matter of giving out the badges at registration and ensuring that refreshments arrive on time. These large-scale approaches come with unique logistics requirements. We would advise any client that is working with an event management company to help them understand what's required. Don't assume they will know. One example we found was that an event management company decided that not everyone required a copy of the handout with the work instruction. They had assumed that one copy per table was enough. And of course the principle of these types of events is that information is shared equally and therefore everyone requires a copy of the handout.

If you have logistics questions then please contact Anne Brooks at enquiries@vista.uk.com and she'll be happy to help.