Before equipment enters the ballroom
Princess's portfolio includes the Datamine Technology Summit at The Westin Jakarta and the RCEO Forum at The St. Regis Jakarta. For hotel production, the EO needs to align venue schedules with each supplier's work. Start the discussion before locking the programme so access, installation, checks, and rehearsal can be reviewed together.
Separate four access windows
Confirm when vehicles may arrive, equipment may enter, work may begin in the room, and work must finish. If the programme has only one ‘load-in’ time, ask which activity it refers to. Have schedule changes agreed by the venue contact and shared with affected suppliers.
- Vehicle arrival and unloading point.
- Equipment access to the ballroom and service-facility time slots.
- Installation, checks, and rehearsal before guests enter.
- Dismantling and the deadline for equipment removal.
Request equipment-route information
Share the initial requirements with suppliers and ask the venue to explain the route from loading area to event room. Confirm access dimensions, service-lift arrangements if used, and venue protection requirements. The technical lead needs to check equipment against the available access before the installation plan is agreed.
Sequence work with dependencies
Ask each supplier what must be ready before they start and which areas they will use. Bring those notes into the production schedule. When layout or access times change, review affected work together, including checks and rehearsal after installation is complete.
Name one contact for changes
List the EO, venue, and supplier leads with clear responsibilities. Include the layout version, latest access schedule, and outstanding decisions in a shared brief. For a discussion with Princess sales, send the date, venue, required scope, and known access times; mark any uncertain points for confirmation.
