BSBF2024 DOSSIER EN

Big Science Business Forum 2024 – Trieste, Italy 101 Big Science Business Forum 2024 – Trieste, Italy 100 6. Supplies Organizing the event required careful planning of supplies, selecting providers, drafting contracts, and coordinating operations to ensure deadlines, budget, and quality standards were met. 6.1. Supply Planning: Supplier Selection, Contracting, and Coordination • Needs Analysis and Supplier Selection Required supplies included: • Infrastructures : setup for stands, stage, conference rooms, and registration areas. • Promotional materials : backpacks, badges, lanyards, notepads, pens, brochures. • Technical services : audiovisual, Wi-Fi, slide center, simultaneous translation. • Catering : coffee breaks, lunches, dinners, and welcome cocktail. • Security and logistics : security personnel, transport, access control. • Suppliers were chosen via targeted Requests for Proposals, focusing on service quality, cost, and prior experience. Most suitable suppliers were shortlisted, with alternatives in case of issues. • Contracting and Operational Management Contracts were negotiated to highlight deadlines, penalties for delays, payment terms, and quality guarantees. After signing, official orders were forwarded with logistical details. Progress was monitored through periodic meetings , inspections, detailed delivery schedules, and quality checks. 6.2. Issue Management and Solutions Some late deliveries and coordination issues required quick action: • Backup plans with alternative suppliers for critical items. • Interim checks to ensure material compliance. • Cost optimization by reallocating resources to cover unexpected expenses. 6.3. Supply Execution During the Event Generally efficient, with 90% punctual service. Some real-time adjustments: • Catering : readjusted traffic flow to reduce waiting times. • Audio-video : added equipment in busier rooms. • Security and Reception : personnel reassigned during peak hours. • Cleaning : increased interventions in busiest areas. Service Punctuality Adjustments underway Unexpected issues Implemented solutions Stand Setup On time Adjusted dimensions for 4 stands Key management problems for lockers Use of spare materials and contacting suppliers for recovery. Catering On time Rescheduled time slots to avoid congestion during coffee breaks Excessive waiting times at lunch Redirected participants to multiple buffet stations Audio & Video On time Installed additional equipment in rooms with higher attendance None reported None reported Cleaning Delayed increased cleaning frequency in high-traffic areas Delayed removal of floor protection from stands No extraordinary action required Hostess On time None reported Lack of initiative and adaptability for the required work Mid-activity briefings between tasks Security On time Reassigned staff during peak hours None reported No extraordinary action required Material transport 2-hour delay Adjusted timelines for stand setup Delayed delivery of equipment for one exhibitor Used local resources and maintained direct communication with the exhibitor to minimize impact Supplies Summary Table of Punctuality and Adjustments