1. Leave your assumptions behind
Usually, we examine the core of a project, define a rationale, create a spot-on concept, and figure out the productional requirements as we go. Our standard creative process. In this case, the last step meant numerous back-and-forths on safety and security. The risk of tangled communication was enormous. Even worse, our concept might end up getting stripped to its bare bones with all those rules and regulations. So instead, we stepped away from design thinking and adopted first principle thinking.
Instead of waiting around to hear about the limitations, we took control and started from the basics: the rules.
After defining a rationale we analysed every single rule to figure out why it existed. Not to bend the rules, but to allow us to clear out the possibilities between them. We were not waiting around to see which proposals would get denied. Instead, we took control and started with the basic foundations. As our understanding grew, communication went more smoothly with both stakeholders and suppliers. We found alternatives for common SFX, met power requirements and came up with a modular stage to make our ideas reality. While safety and security remained major players, they were no longer threats.
2. Plan for execution
When planning a project, project managers aim for efficient use of resources. For this dinner we took this even further. We had to make sure all disciplines were aligned before ever setting foot into the venue.
Since there was no time for proper rehearsals on site, we turned to every potential time and place to make things happen. We built the entire stage in the black box of the Brabanthallen to rehearse with. While performers were blocking their positions, lighting was tested on their costumes. During performance rehearsals, photographers marked their hero shots. During load-in for the dress rehearsal, partial flower arrangements took place in the loading dock. After all, within the botanical scenography, mechanical flowers formed the climax. Their placement needed to be seamless. Since we only had one practice run on site, we rehearsed each productional aspect as well, including load-in and out. When it was finally show time, every single crew member had their responsibilities down to a T. All to ensure a smooth execution.