Share all checklist respectively of fabrication and technicals with working drawings and quantity alongwith designs and artist riders. Have a pre production meeting with the show flow before the event day. On event day ensure a timeline and responsibility sheet is shared. A technical run from the console is a must.

To ensure clear communication with external contractors for an event, I focus on a few key things. First, I set clear expectations upfront—everyone knows what’s needed, by when, and who’s responsible. We use a shared communication tool to track updates, and I schedule regular check-ins to keep everything on track. Each team has a clear point of contact, and I always follow up important conversations in writing to confirm agreements. If issues come up, I address them quickly to avoid delays. I also encourage open communication, so contractors feel comfortable asking questions or raising concerns. This approach keeps everything smooth and efficient.

A comunicação simples, clara e objetiva é essencial para facilitar e agilizar o entendimento da pessoa que irá receber a mensagem. Um texto objetivo, curto sempre será a melhor opção, mas é muito importante entender a melhor forma de se comunicar com diferentes players. Alguns temas são mais fáceis de ser tratados por comunicação verbal, via telefone, outros assuntos e players aceitam e assimilam melhor em uma reunião, saber escolher a melhor forma faz toda a diferença para manter todos na mesma página e nada se perder no processo.

Agree with all the points above. We also have weekly online meetings to make sure everything is on track or to resolve any issues for the big events we run. These are all recorded with an AI note taker, so even those who can't attend can catch up or brief their wider teams. When it comes to set up, we make sure we meet the actual team who will be working with us on the ground, we are clear on everyone's role and have their contact numbers, so we can always get hold of them on site. We always get involved with the setup and tech checks to make sure everything is as we requested it. Also we share a detailed run sheet for everyone working behind the scenes so everyone knows who's doing what, what's happening when and with which speakers.

As a Creative Director at Bee Partners and with my experience as Head of Communications and Marketing, ensuring clear communication with external contractors is essential. I implement strategic communication principles by establishing formal channels such as regular meetings and project management tools to maintain transparency. I also leverage storytelling techniques to align all parties with the event's vision, and use Social Listening tools to make real-time adjustments. Providing detailed briefs and documenting key agreements ensures that each contractor fully understands their role and responsibilities, preventing misunderstandings and ensuring the event's success.

When coordinating with external contractors for an event, ensuring clear communication starts with setting well-defined expectations. Begin by clarifying roles, timelines, and deliverables upfront, so everyone understands their responsibilities. Establish a shared communication platform where updates can be tracked in real-time, and ensure regular check-ins to monitor progress and address any issues promptly. It’s also important to maintain flexibility while sticking to deadlines, allowing for adjustments when needed. Regular briefings and venue walk-throughs with all parties help ensure that everyone is aligned, minimising the risk of miscommunication or overlooked details.

When communicating with external contractors, I would recommend creating an initial briefing document with clear instructions for arrival to site for load in, what services we can provide including power, staff and equipment, ask what they are planning to deliver/build and check in regularly to establish rapport and trust.

When coordinating with external contractors, clear communication is essential. Begin by setting expectations early through detailed contracts and timelines. Use centralized project management tools to track progress and share updates in real-time. Schedule regular check-ins to address any issues and maintain alignment. Ensure all instructions are precise, avoiding assumptions or ambiguous language. Document every agreement or decision in writing and encourage open feedback to clarify any uncertainties. By fostering transparency and consistency, you minimize miscommunication and keep the project on track.

Na minha experiência trazer senso de responsabilidade e todos os envolvidos no projeto a preocupação de que a comunicação é fundamental para entrega do projeto. Mostrar aos envolvidos no contrato em todas as fases do projeto e unificar a comunicação para que o gerenciamento seja facilitado. Centralizar com check-list e fluxo contínuo de comunicação e controle via cronograma com todos os envolvidos compartilhando informação.

- to bring up the expectation - address the issues promptly and include the issues reasons - have a regular physical meeting for a better communication instead of online meeting in order to make the event run smoothly