Multi-Event Coordination Techniques

I led teams responsible for launching the 2020 and 2022 Olympic games across Europe. For Paris 2024, here are 3 specific ways to prepare for a no mistakes event. ⬇️ Before every significant event, these are three of the ways I prepare: 🔹 Consider everything that has changed since the last major event. 🔹 Ensure all teams, stakeholders, and partners are aware of and ready for the event. 🔹 Identify how issues during the event will be handled. When I consider everything that has changed, I am not just looking at my team. I want to know about every system that has been altered, every system that has been replaced, and any change in partners or stakeholders that are participating in the event. The reason that this is so important is that events like this are not solo tasks. There are many moving pieces, and the best option is to have everyone involved thinking about what has changed. If you have a truly useful program manager, they are always looking for these changes. But your product people and engineers should be thinking about it as well. ✅ We hear “See something, Say something” all the times regarding public safety, but you could use a similar phrase to keep your event safe. If anyone working on the event sees something that is not being considered, they must be encouraged to say something so the organization can sort it out. Ensuring everyone is aware seems obvious, but it is not to be overlooked. It could be one team that is unaware that brings the whole process down. Perhaps the systems that team owns are considered rock solid and fully tested, so nobody bothers to loop them in. Here are some example considerations: 🔸 Are you sure the billing system, that has never failed before, can handle the traffic from your event? 🔸 Does it work in all applicable territories and with all applicable payment methods? Assumptions of “yes” on questions like these can definitely bite you when you least expect it. Your goal should be to be so diligent that nothing could possibly go wrong, and then acknowledge that it will. Part of your diligence is to determine how it will be identified and handled when it does. During any big events, the entire organization must be prepared for a period of “hypercare,” Where active eyes are on all systems and metrics during the event. There should be one assigned leader (per shift, if it is 24 hours or more) who ensures that issues are triaged and dealt with correctly. If you cover these 3 areas well, your major events will not have mistakes. There may be issues, but the mistake would be not being prepared to discover and deal with them swiftly. What else do you do to avoid mistakes? 💡 Olympic Countdown - Day 5: How can you be sure you are ready? Follow along for my countdown posts leading up to the launch of the Paris Olympics! I will share insights on launching large-scale events from my 30+ year career. Disclaimer: These insights represent my perspective, not that of any current or former employer.

I once worked on a corporate retreat where five different department heads wanted to weigh in on everything — from the keynote speaker to the type of bottled water we ordered. It slowed us down and created unnecessary tension. Once we assigned a single decision-maker and limited group feedback to key check-ins, the event came together smoothly and exceeded expectations. It’s natural for multiple stakeholders to want a say but without structure, it leads to confusion, missed deadlines, and diluted results. Here’s how to manage it: - Establish a clear decision-maker. One person should have final approval to avoid endless back and forth. - Define roles and responsibilities upfront. Everyone should know what they own and when they need to deliver. - Set structured feedback points. Designate specific moments for group input, rather than constant interruptions. - Prioritize what really matters. Focus the group on the decisions that will truly impact the event’s success. Effective events need clear leadership, structure, and aligned priorities. How do you handle overlapping voices in your event projects? #CorporateEvents #EventStrategy #Leadership #TeamAlignment

Great events aren't born. They're crafted. Master facilitators use a secret recipe for success. Yesterday I shared what's worked for me to fill my events. Today I'll share how I facilitate those conferences, workshops, and retreats alike. Here's the Event Alchemy Blueprint you can implement today: 1. The Dream Team Assembly Surround yourself with excellence from the start. - Hire an exceptional event planner for flawless execution - Build a diverse team of presenters for varied perspectives - Delegate responsibilities to leverage collective strengths This foundation sets the stage for everything that follows. 2. The Content Curation Paradox Less is more when it comes to event content. - Prioritize quality over quantity in presentations - Allow ample time for reflection and synthesis - Create space for organic connections and discussions This approach leads to deeper learning and lasting impact. And the BIGGEST mistake I see most conference organizers make is adding to much to it. 3. The Sensory Experience Design Engage all senses to create memorable moments. - Invest in high-quality, diverse catering options - Choose venues that inspire and energize attendees - Incorporate multi-sensory elements throughout the event This holistic approach elevates the entire experience. 4. The Purpose-Driven Blueprint Start with the end in mind and work backwards. - Define clear, actionable outcomes for attendees - Align every element of the event with these goals - Create a sense of exclusivity through intentional design This focus ensures every moment contributes to your vision. 5. The Delight Factor Weave unexpected pleasures throughout the event. - Personalize gifts that resonate with your audience - Incorporate surprise elements in the schedule - Exceed expectations in small, meaningful ways This attention to detail creates lasting positive impressions. 6. The Play Integration Strategy Balance work with purposeful play. - Incorporate team-building activities that challenge and unite - Use play to unlock creativity and foster breakthroughs - Extract leadership lessons from adventurous experiences This blend of work and play catalyzes growth and connection. 7. The Leadership Multiplication Effect Use the event as a platform to nurture new leaders. - Provide speaking opportunities for team members - Encourage attendees to lead breakout sessions - Create mentorship moments throughout the event This approach extends your impact far beyond the event itself. This blueprint doesn't just facilitate events. It transforms them. It turns attendees into active participants and lifelong advocates. What element of this blueprint intrigues you most? Why?

Getting sh*t done in the events industry................ An insider’s approach to project management. There are two kinds of event teams: those that improvise and those that execute. If you’ve ever been on site when the stakes are high and the clock is ticking, you know which one you want to be on. Most people think success in this business comes down to hustle. Long nights. Hero moments. 🧩 But the real secret? Systems. That’s what separates chaos from calm. Over the years, we’ve learned that if you want to deliver jaw dropping experiences on time and without drama, you need a structure that’s built to hold under pressure. It’s not flashy. It’s not theoretical. It is designed to be simple. It’s how we go from briefing to bump out, no matter the scale. And once you’ve seen it in action, you can’t un-see it. Here's what happens when teams don’t have a system: ↳ Timelines blur. ↳ Teams misfire. ↳ Costs creep. And by showtime, everyone’s already spent. It doesn’t need to be that way. Here’s the timeline we use: seven core phases that bring order, clarity, and calm to every event. In future weeks, I will break each phase down further. 1️⃣ Initial Briefing ↳ Align on objectives, stakeholders, and budget parameters.   Action: Document every assumption, challenge it, and build from reality. 2️⃣ Concept Development ↳ Start with pre-visualisation, moodboards, and story first design.   Action: Get early creative buy-in through immersive mockups. 3️⃣ Pre-Production Planning ↳ Lock schedules, conduct site visits, and finalise vendors.   Action: Build your run sheets and timelines like your show depends on them, because it does. 4️⃣ Production & Build ↳ Deliver the bump in, tech checks, and team briefings.   Action: Rehearse like it’s live. That’s where the real trust builds. 5️⃣ Live Execution ↳ It all comes to life. Coordination, communication, and calm.   Action: Run the show from principle, not panic. 6️⃣ Pack Down ↳ Safe, clean, and fast exits with full equipment control.   Action: Treat your crew with the same care on the way out as the way in. 7️⃣ Debrief & Post Event ↳ Review results, gather lessons, and plan for what’s next.   Action: Capture insights while they’re fresh; they’re gold for the next round. Share this with your crew. Print it. Steal it. Just use it. This is how we keep our cool when everything’s moving fast. What’s your go-to move when a project starts going sideways? 🔔 Follow Iain Morrison for more Event Leadership, Design, and Pre-Visualisation Advice ♻ Reshare to help others.