Prioritise tasks with multiple vendors using a master project plan, critical path method, and assigning clear ownership with regular status updates.

Spreadsheets are your best friend when managing large-scale events! I always budget at least $5,000 less than what I have to allow for unexpected costs, because something always comes up. The key is breaking everything down into smaller, manageable chunks rather than looking at it as one massive to-do list. Prioritizing by deadlines, dependencies, and impact makes it easier to stay on track. And most importantly... delegate! A strong team makes all the difference in keeping things running smoothly.

Coordinating a large-scale event with multiple vendors requires clear organisation and proactive planning. Start by preparing a vendor list and sorting it from large to small, considering business scale and product offerings. Plan accordingly to prioritise key vendors and ensure smooth coordination. Do some homework before attending the event to understand vendor needs and logistics, helping you manage interactions efficiently. Use project management tools to track progress, maintain regular check-ins, and have contingency plans in place for any last-minute changes. A well-structured approach ensures efficiency, minimises stress, and delivers a seamless experience.

One thing I have found helpful when managing large scale events is to do a mental walkthrough of the space. I put myself in the shoes of my target audience and imagine what they would experience with all of their senses. Then I ask myself the following: 1. What is the main goal I'm trying to achieve with this event? 2. How can I direct the natural crowd movements to the vendors to achieve this main goal? 3. What is keeping me from delivering this main goal? 4. How can I make the experience even more enjoyable or impactful for my audience? Never underestimate the power of a walkthrough!!

Coordinating a large-scale event is like juggling flaming torches - exciting, a little chaotic, and definitely not something you want to drop. A solid task list is non-negotiable. It doesn’t matter if you’re using a fancy project management tool or just a shared spreadsheet, what matters is tracking progress against internal deadlines and staying ahead of potential bottlenecks. And the most important thing is a reliable team. No matter how well you plan, something will go off-script. When it does, the worst thing is to freeze. Quick tactical decisions, sometimes without waiting for top-down approval, are what keep the event on track!