To keep your teams informed during a live event with constant changes, establish clear communication channels. Use group chats or messaging apps to share updates quickly. Hold brief check-ins every hour to discuss any new developments and ensure everyone is on the same page. Assign a point person for each team who can relay information efficiently. Encourage an open atmosphere where team members can ask questions or share concerns. This way, everyone stays informed and can adapt to changes smoothly

What works best during or in the lead up to a live event is a good instant messaging tool. Some requirements for this tool are - Intuitive mobile app since everyone is on the move. - Open without needing organisation login especially working with vendors or multi-company teams - Tag feature to get the attention of the concerned person who you need action from while keeping others in the loop Whatsapp ticks all the boxes for me. Additionally, it’s important to have SPOCs for each workstream otherwise too much information can cause chaos.

Everyone always says effective communication is key, right? But how do we actually do it? For a live event, things change fast. We're using a mix of tools to keep everyone informed. - Must have a person dedicated for communication only -Have a dedicated chat channel for quick updates (WhatsApp Group & Walkie Talkies are must for bigger events) - Regular team meetings for the big picture (announce through walkie talkie or WA) - Shared document for important info. (Google Sheets with seperate space for changes only) The trick is to be clear and concise. No one wants information overload. Focus on what's essential and avoid unnecessary details. By staying connected and transparent, we can adapt to changes smoothly

Have someone Stand on the sidelines with a billboard or sign language 🤟 signals and also a microphone for each client Also use coloured lights as signals Think out of the box and allow them to know what signs are for what you want to achieve in advance The 5 Ps Prior Preparation Prevents Poor Preformance

Communication is the least of your worries. Given a constant flow of changes begs the question how effective and thorough the planning was in the first place?

To maintain seamless communication during a live event with constant changes, use a centralized platform like Slack or Teams for real-time updates, creating specific channels for each team to ensure relevance. Designate team leads to streamline communication within their groups and clarify roles so everyone knows their responsibilities and protocols. Set up a command center to monitor the event, with briefings to keep everyone aligned. Use push notifications for urgent updates and ensure mobile accessibility. Prepare for contingencies with protocols and extra resources. Display key info on digital dashboards for quick reference, and encourage feedback for post-event improvements.

I can answer as a lighting designer. Beyond communication tools, I initially look for human contact with the team. A simple meeting where I first share projects and workflows by prioritizing their point of view (after all, they are as professional as I am). It's a way to make them participants along with coffee and cakes on the first day of construction! All this does not only facilitate the way they will be informed, but it stimulates them to want to be informed