Home' micenet eMag : micenet August 2018 Contents of experts. The smaller of the rooms was to be used as a pre-function area, housing registration
desks, a speaker preparation area and electronic poster presentations.
The comprehensive AV team comprised MediaVentures, an internal group of experts that had
provided the satellite links and technical requirements for each previous instalment of the
symposium, and the AV team from ICC Sydney. A year before the 2017 event, Ruth and the
team from MediaVentures conducted a site inspection to ensure the space could feasibly bring
the concept to life. With the set-up given the green light, and the relevant equipment – including
the glass-walled panels, screens, sound and light equipment, microphones and satellite dishes
housed compactly within two large containers, everything was ready to rumble.
Given quite the freight
As was the case in previous years, on Sunday, December 5, 12 technical experts from
MediaVentures arrived in Sydney, ready to commence setup the next day. The conference was
scheduled to start on Thursday, so with 48 hours of leg room, the team had left plenty of time to
clear the freight carrying their supplies, hire delivery trucks and equipment, place satellites and
antennae on other city buildings, set up transmission equipment in two Sydney hospitals and
move in to the event space early on Tuesday morning.
Everything seemed tickety-boo, until the operations manager received a call on Sunday
advising that the ship carrying the freight was held up in Melbourne due to poor weather
conditions. No advice was given as to when the ship would dock in Sydney, and, come Monday
morning, there was still no estimated time of delivery.
The team called a series of urgent meetings to determine their course of action and any
additional costs that would be incurred. Additional technical support, security, operational,
cleaning, catering and loading stock personnel needed to be booked, and although Ruth was
alarmed by the mounting dollars, she powered through and did what needed to be done.
By late afternoon on Monday, Ruth and the AV team were advised through an agent that the
ship would leave Melbourne that evening and hopefully arrive in Sydney by mid-afternoon on
Tuesday. The word ‘hopefully’ does not feature on many event planners’ list of favourite words.
In case you hadn’t guessed it, the ship did not arrive by mid-afternoon on Tuesday. By the
time it docked it was significantly later than that. By that time there was no opportunity for the
freight to be cleared by customs and delivered to the ICC on the same day. By 9am on
Wednesday, both of the containers had arrived, leaving 24 hours - a criminally minimal amount
of time to complete a major production and technical set-up – to get things going.
With the trusted professionals from MediaVentures and the ICC Sydney – who both agreed to
work through the night to get the job done – Ruth commenced setting up the event’s main room.
Fortunately, the team were able to bump in and set up the smaller of the rooms, which would
begin welcoming registrants from 7am on Thursday, ahead of the main room’s setup. There was
still anxiety over whether the ballroom would be completed in time, because if it wasn’t, arriving
delegates would have a clear view of the building process through the clear glass panels. There
was also concern over building an exhibition amidst the flurry of construction.
In a scene akin to Santa’s workshop on Christmas Eve, stand builders, AV personnel, cherry
picker operators and other hired equipment movers crossed each other’s paths in a mad rush
to raise glass panels and create the rooms. What’s more, industry personnel were due in a few
hours to begin setting up their stands. Throughout the 24-hour commotion, Ruth prioritised
keeping her staff watered and fed. The ICC kitchen staff rose to the challenge, providing a
constant stream of food and beverages throughout the night.
Just when you thought Ruth couldn’t be any more deserving of a Wonder Woman accolade,
on top of ‘freight-gate’, she was responsible for ensuring the safe arrival of 75 specialists from
around the world. Some of the tangles she was responsible for unravelling included a U.S.
specialist who needed their flight re-booked due to urgent hospital commitments, a German
specialist who required an alternative flight due to snowy conditions, a U.S. specialist who had
their flight cancelled due to a fire on their plane, and would not arrive in time for their first
session, and an Irish specialist with luggage
that didn’t arrive until two days after they did.
It would be easy to detachedly read a story
like this as if it’s a script written by Judd
Apatow, but this really happened to an event
planner. Rather than crumbling under the
pressure and accepting the universe’s
nonsensical intentions, Ruth remained level-
headed, devised alternative courses of action
and pulled off what was ultimately an exciting
and memorable conference.
Ruth attributes the event’s ultimate success
to the communication and collaboration
between experienced service providers,
management and operational teams. Oh, and
her unwavering optimistic attitude.
“They say that laughter is the best
medicine,” she said following.
“Well, that really is all I could do – no one
was hurt, a minor miracle had taken place
with the build, a most unique meeting space
had been created, and a successful and
exciting VERVE 2017 took place.”
ICC Sydney CEO, Geoff Donaghy, said the
ICC Sydney was committed to the success
of its clients.
“Business events, particularly international
conventions, are invariably complex and Ruth
Lillian’s experience in organising the 2017
Australian Vascular Education’s Verve
Symposium (VERVE) is an example of how
external issues have the potential to
significantly impact event delivery,” he said.
“Through planning, preparation and
collaboration between Ruth and our operational
teams, ICC Sydney provided solutions and
support that resulted in the successful event
delivery of VERVE at our venue.” m
”TH EY SAY THAT LAUGHTER IS
THE BEST MEDICINE. WELL ,
THAT REALLY IS ALL I COULD
MINOR MIRACLE HAD TAKEN
PLACE WITH THE BUILD, A
MOST UNIQUE MEETING SPACE
HAD BEEN CREATED AND A
SUCCESSFUL AND EXCITING
VERVE 2017 TOOK PLACE.”
micenet | 87
Links Archive micenet June 2018 micenet October 2018 Navigation Previous Page Next Page