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Tall Ships Races

With over 40 majestic Tall Ships, 55 musical acts and 1.15million visitors over four days – The Tall Ships 2012 Races really was one to remember. With an event schedule including a Captains welcoming dinner in the Mansion House, Crew Party in Shelbourne Stadium, to free entertainment for people of all ages, it was an exceptional event to be involved in.

Working in conjunction with the various Statutory Agencies and Partner Companies, Tall Ships 2012 Dublin was a complete success and was hailed as the bench mark for all future Tall Ships Races events by the International organisation behind the event, Sail Training International.

The Brief

Production Management, Coordination and Production related staffing for the event. This event took over a year and a half to plan the production alone. We had over 100 staff working on the event in many disciplines including Area Controllers, Stage Managers, Site Managers, Site Crew, Hospitality staff and Production Administration Staff.

Sample of Challenges

Utilizing existing resources: During the course of the planning for the event we identified a significant requirement for event office spaces to accommodate the event management teams, media, ship liaisons, ship crews etc. Working with the project team we identified and evaluated a number of venues. Always focusing on budgetary constraints we assisted in the successful negotiation for the use of a disused building which we then transformed into a fully functioning event center, including phone lines, internet, furniture etc. This represented a saving of approximately €80,000 in comparison to the rental of an existing venue.

Crew Wi-Fi: During the planning process we identified the need for the ship crew’s to gain access to the Internet. Traditionally IT centers are created with space for approximately 20 users at any one time. We were asked to develop a cost effective alternate plan to create greater access for the crews. In response to this we worked with one of our IT partners to develop Ireland’s largest temporary Wi-Fi network. Over the course of the event we had up to 1,600 users online at any one time, not only that, but crew members were now able to gain access to the Internet from their bunks (literally). The mesh Wi-Fi network covered a space of 15 square kilometers.

Project Management: Early in the planning process it was identified that the overall project management and the dissemination of current documentation and information could become an issue given the fact that there were so many stakeholders involved. Magnum Events proposed an online project management solution (TeamworkPM) that we initially implemented and then provided support to all stakeholders throughout the process, this included the population of tasks and information, individual and group training sessions and ongoing support. In addition the software provided a lasting legacy of the event and all the tasks that were required to ensure that the event took place

Result

Working in conjunction with the various Statutory Agencies and Partner Companies, Tall Ships 2012 Dublin was a complete success and was hailed as the benchmark for all future Tall Ships Races events by the International organisation behind the event, Sail Training International.

Added Value

Our role was not only to cater for the Tall Ships and their 2,500+ Crews’ needs, but to coordinate all production elements of the event including:

  • Liaising with Statutory Agencies and local businesses, ensuring minimal impact to the running of Dublin City
  • Implementing Road Closure Plans and Managing Traffic Diversions
  • CAD Drawings – Development through to Implementation of the full event site
  • Branding and Signage Design, Including Installation and Removal
  • Staff Management of over 100 Event Staff controlling all elements pre and post event
  • Projected Budgets, Financial Control and Auditing
  • Managing all on-site Suppliers, Food Concessions and Overall Event Security
  • Numerous on site facilities including Ireland’s largest temporary WiFi network covering 15 square kilometers.