Event Project Management

For the best project management, we recommend contacting us between 2 weeks and 6 months before the desired date of your event. This lead time allows us to adapt our methodology to your specific needs, from design to delivery.

For large-scale events (more than 500 participants or with complex technical aspects), a lead time of 6 to 12 months is preferable. However, we are used to responding to urgent requests and can mobilise our partner network even at very short notice.

The initial consultation phase takes place in three key steps:

1. Discovery meeting: we organise a meeting (in person or remotely) where you present your project, your objectives and your expectations. We gather all the information needed to understand the vision for your event.
2. Preliminary analysis: our team assesses the technical, logistics and budget feasibility of your project, identifies potential challenges and develops possible solutions.
3. Detailed proposal: we present a personalised proposal including the methodology, the provisional schedule, the budget estimate and the resources required.

This preliminary phase is essential to build a solid basis for collaboration and ensure that our approach meets your specific needs.

Our event project management fees follow three main models:

• Fixed fee: a fixed amount covering all project management, from design to delivery. This option gives full budget predictability.
• Percentage of the overall budget: our fees are a percentage of the total event budget. This percentage decreases as the event grows: the larger the event, the smaller our share of the budget. This model aligns our interests with making the most of your resources.
• À la carte pricing: you select only the specific services you need, with pricing adapted to each service.

As every project is unique, we decide together on the pricing structure best suited to your needs and context. We favour full transparency on costs and take care to keep strictly within the agreed budgets.

We integrate a wide range of advanced audiovisual technologies to enrich the experience of your events:

• Video projection and screens: video projection, architectural video mapping, LED screen / giant screen
• Sound solutions: line array systems, immersive sound, multi-zone configuration
• Stage lighting: lighting atmospheres, dynamic effects, architectural lighting
• Video recording and streaming: multi-camera production, HD streaming, recording
• Interactive technologies: touch surfaces, augmented reality, electronic voting systems (supplied by our partner suppliers)
• Hybrid solutions: digital event platforms, set-ups for remote presenters

Our technical team assesses your specific needs to recommend the most appropriate technology solutions, always prioritising reliability and the quality of experience for your participants.

Handling the unexpected is a fundamental part of our expertise. Our approach rests on three pillars:

1. Anticipation and prevention: we systematically draw up a risk management plan that identifies potential points of failure and defines preventive measures.
2. Operational preparation: for each event, we develop detailed contingency plans covering the most likely scenarios (technical problems, delays, weather conditions, etc.).
3. Responsiveness on the ground: during the event, our team has rapid-response procedures and a clear decision chain to resolve any unexpected issue effectively.

In practice, we keep a technical team on call, backup equipment for critical systems, and permanent communication between all contributors. Our aim is to solve problems before your guests even notice them.

Technical reliability is at the heart of our methodology. We apply a rigorous protocol:

• Redundancy according to budget: duplication of critical systems (power supply, projection, sound, network connectivity) in line with your budget and the stakes of the event.
• Thorough prior testing: a full simulation of the event in real conditions to validate every technical aspect.
• Qualified technical and logistics team: specialist engineers for each technical area (sound, video, lighting, networks) and for logistics.
• Real-time supervision: constant monitoring of technical parameters, with early alerts if an anomaly is detected.
• Detailed planning: careful technical running orders with checks on transitions and timings.

This approach ensures the best possible technical reliability, even in the most complex set-ups or the most demanding conditions.

Budget optimisation is a key skill in our approach, based on several strategies:

• Setting priorities: together we identify the high-impact elements, so resources go to what really creates value for your participants.
• Early planning: we secure suppliers and venues well in advance to get the best rates.
• Pooling resources: we design versatile technical solutions that make the best use of equipment.
• Negotiating with suppliers: our established network and our volume of activity allow us to obtain preferential terms from our partners.
• Creative alternatives: we propose innovative solutions that achieve the objectives with optimised resources.

For every euro invested, we look for the best possible return in terms of experience and impact, with full transparency on how resources are allocated.

Project management frames the objectives, the milestones, the suppliers and the deliverables. Event Production Management runs the technical delivery on the ground more directly. On a complex event, the two complement each other.

Yes. Chroma can work with your existing suppliers, challenge their technical proposals and organise the interfaces to avoid grey areas.