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Managing large scale events

 

Managing large-scale events is a complex balance of logistics, coordination, and adaptability. It involves a myriad of challenges, from aligning with stakeholder expectations to navigating venue constraints. Each event is a unique puzzle, requiring meticulous attention to detail and the ability to anticipate and mitigate risks.

Meet Francesca Rigamonti:
Located in Milan, Francesca heads our EMEA Events Operations. Her team have assisted clients in coordinating travel and accommodations for thousands of attendees at major events spanning various countries and sectors, including sports federations, Olympic committees, and television networks. Just one of these events represented 28,000 room nights, for 1,300 guests over 40 days. Her 15 years of experience has contributed to the success of these events and consequently, to the clients’ businesses.

Francesca Rigamonti 

Francesca credits her success to the skills she has gained across a diverse background:

  • Project management and process orientation from working in engineering.
  • Essential planning skills learned while working for a consulting firm - nothing is left to chance, or without a backup plan.
  • A passion for leadership, mentoring and training gained as an HR manager.

She believes that in a complex and diverse world, you need a diverse team and enjoys bringing the necessary skills and talents together for success.

Experience where it matters

Francesca and her team have expertly managed numerous large-scale events. Notably, they managed the CONI Trophy, Italy's biggest under-14 sports event, for 4,500 athletes. Previously, they were in charge of the accommodation and ground transportation for the Eurovision Song Contest held in Turin, for 1,400 attendees. It was also the same year when they provided VIP services for 450 attendees, including celebrities, models and the press, during the presentation of an exclusive fashion designer collection, staged in a famous Roman landmark. 

During the pandemic, despite all challenges, they successfully co-ordinated both the FIS Alpine World Ski Championships in Cortina d’Ampezzo and the Volleyball Nations League in Rimini.  From global supplier negotiations, venue sourcing, group travel management, and payment processing, they oversee every aspect of an event.

How do they do it?

Step 1 A strong team

01 Employ a strong team

a. Experience is essential when managing large-scale events. Team members have an average of 15 years event management experience.

b. By leveraging the extended CWT team, customers gain access to cutting-edge technology, strategic partnerships and resources across the entire CWT network.

c. Advanced technology and trusted data help the team make fast decisions.
Step 2 Local relationships

02 Develop strong local relationships

a. Driving strong partnerships with stakeholders—from local hoteliers and logistics providers to cultural organizations.

b. An increased focus on sustainability helps companies reduce their carbon footprint, using a carbon emissions calculator to estimate every component of the event.
Step 3 Stay Agile

03 Stay agile

a. Always anticipating last-minute changes and being prepared to adapt. For instance, during Eurovision, the TV schedule was altered nightly until 3 am!

b. On-site staff—playing a crucial role in providing ongoing support for urgent needs.


 

Step 4 - Cultivate Resilience

04 Cultivate resilience

Focus on the client’s goals and desired outcomes to help prioritize. Teams are organized to provide cover for the event period. And most of all they come together as a team.
Step 5 Sustainability

05 Hold event sustainability as a core ethos

CWT Meetings and Events Italy is ISO 20121 on Sustainable Event Management, accredited, ensuring compliance with rigorous standards for certifying events as sustainable—environmentally, socially, and economically. This accreditation, along with CWT’s Silver Eco Vadis rating reflects the team’s commitment to excellence and sustainability in event management.
 
        
    

 

Whether you are looking to hold a virtual event, an incentive trip or a conference, CWT Meetings and Events has a solution.

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