Behind the Scenes of a Corporate Event Installation

In the world of the I&D Service Partner there are many roles we play that are not commonly associated with a “labor company”. Sure, our team can plan and build and dismantle an exhibit with the best of them. But there are many instances when our dealer partners rely on us for much more than that; and it’s our job to deliver. Recently, one of our national dealer partners contracted us to act as the general contractor for a private corporate event for their international client at a boutique hotel in Miami Beach. The thought of managing an event with no other labor competitors, no overbearing GC, no army of 267 freight carriers to fight through, sounded so much more appealing. WE would be in control!…certainly this would be easier, right?

TS Crew’s Operations Manager, Bobby Helton, led our Florida service team in managing this event. For those of you that don’t know Bobby Helton, he previously served for 5 years as General Foreman for both Champion Exposition Services and George Fern Company. Bobby was responsible for overseeing some of the largest trade shows in the Southeastern United States. For this conference, he managed the on-site material handling, and all labor services for the event. With dozens of exhibits, kiosks, registration stations plus a massive feature wall structure in the main conference hall, TS CREW completed the move-in, the installation and dismantle, as well as the total event move-out. “Everything was very narrow, with tight and limited work space. The dock platforms, the width of the ramps, the doorways, even the hallways for moving the exhibit properties throughout the venue were difficult… very narrow with unusually low ceilings.” Since every venue can present unique challenges during the move-in/move-out process, Bobby completes an on-site inspections weeks in advance for an event of this scale. It is all part of the logistical planning process to identify choke points and know how we will overcome any obstacle the venue may present. “These boutique hotels down in Miami Beach were built back in the ‘30s and ‘40s and they didn’t really build them with hefty load-ins in mind,” says Helton. “At this hotel, there is only one way in or out to access the three available loading docks… and it’s a long, narrow one-way drive. Another challenge was the timing of everything. There was a noise ordinance in effect in South Beach, so we could only complete our deliveries and pickups to the docks between 10AM and 8PM. And all of that had to be done around the activity of the regular hotel vendor deliveries to the same loading dock. Did I mention the valet parking cars all crossed this narrow area too?”

Our dealer partner did a fantastic job scheduling all the shipments. But with so many events, managing all the unknown variables can be daunting. Putting the best and most experienced people on your team is the only way to ensure your desired outcome. “Older or boutique hotels often have only small service elevators – the only way to gain access to the upper floors. It figures one of these was out of commission”. As the general contractor, you’re now faced with dozens of vendors from AV technicians to themed party contractors all trying to get their cargo loaded into one working elevator (keep in mind this is the same elevator that the hotel staff uses for garbage and linen and room service deliveries every hour). “That little hallway was crazy with activity!” In the end, we made it happen.

“We’ve never had an event run so smoothly,” our client told Bobby. Additionally, this event uncovered several new corporate opportunities for our dealer partner as well (always the BEST ending to any event). Was it “easier”? Hard to say. Maybe in some ways. But like with traditional trade shows, you still need to be prepared to adapt to lots of variables that are out of your control. Planning, flexibility, readiness to adapt. Still the comfort zone of an I&D Service Partner!