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Approach

How we work.

One framework for all three business areas: every phase ends with a deliverable and a decision for you to take. We agree responsibilities in writing beforehand.

Discuss your projectResponsibilities

Framework

Five phases, one framework

The phases apply equally to events, tourism projects and digital projects.

  1. Step 1

    Analysis

    Clarify goals, target groups, starting point, constraints and stakeholders.

    DeliverableSummary of the starting point and project scope

    Your decisionConfirm goals and scope

  2. Step 2

    Concept

    Develop the format, offer or features; budget framework and cooperation model.

    DeliverableConcept with budget framework

    Your decisionApprove concept and budget framework

  3. Step 3

    Planning

    Timeline, budget, partners, resources and – for events – a permit roadmap with the relevant professionals.

    DeliverableProject, time and budget plan with responsibilities

    Your decisionApprove plan, partners and commissions

  4. Step 4

    Delivery

    Coordination of stakeholders, production or development, communication.

    DeliverableCoordinated production or tested application

    Your decisionSign off key interim results

  5. Step 5

    Operation and evaluation

    Running the event or ongoing operation, followed by evaluation.

    DeliverableFinal report or operating and analysis reports

    Your decisionDecide on the next edition or further development

Processes

Three business areas, three short processes

Events

  1. Clarify goals, venue, season and stakeholders
  2. Develop format, programme and budget framework
  3. Timeline, site and infrastructure plan; permit roadmap with professionals
  4. Coordinate suppliers, exhibitors and programme
  5. On-site management within the agreed scope
  6. Final report with recommendations
Event services

Tourism

  1. Analyse the offer, target groups and competition
  2. Involve local stakeholders: administration, businesses, associations
  3. Develop positioning, experiences and offers
  4. Agree the cooperation model with providers
  5. Implementation and marketing plan
  6. Evaluation and further development
Tourism and destinations

Digital

  1. Capture goals, users and workflows
  2. Functional concept, UX and prototype
  3. Development in stages
  4. Testing and acceptance
  5. Launch and onboarding
  6. Operation, updates and analysis
Digital solutions

Responsibilities

Who does what

For events, a clear division of roles is particularly important. For tourism and digital projects, we also set out responsibilities in the proposal.

VACANTO

  • Concept, programme and project management
  • Timeline, budget and coordination
  • Selection and coordination of suppliers, exhibitors and artists
  • Preparation of documents, where included in the assignment
  • Communication and on-site operational management

Specialist companies and professionals

  • Stage, sound, lighting, power and temporary structures
  • Technical certificates and declarations
  • Safety and security plans by qualified professionals
  • Security, cleaning and logistics services

Organiser and competent authorities

  • Organiser role and permit applications
  • Issuing of permits and opinions by the authorities
  • Approval of concept, budget and programme

We coordinate suppliers and specialist companies and support communication with the competent authorities. In line with the law, permits and technical certificates remain the responsibility of qualified professionals and organisers.

Working together

Ways of working together

The model depends on how much responsibility you want to hand over to us.

  • Concept assignment

    You have an idea: we develop it into a workable concept with budget and funding model.

  • Full management

    You hand over the management of the project to us within the agreed scope.

  • Modular support

    We take on defined tasks such as exhibitors, suppliers, production or on-site management.

  • Review and consulting

    We review an existing project and deliver an action plan, with optional implementation support.

  • Co-production

    We deliver formats developed by VACANTO together with destinations and partners.

Principles

What applies to every project

  • Scope of work agreed in writing
  • One dedicated contact for the entire project
  • Shared timeline and budget, kept up to date
  • Qualified specialist companies and professionals for specialist tasks
  • Transparent communication with clients and authorities
  • Final report with recommendations

We only publish client projects with our clients’ consent. References are available on request.

Have a project in mind?

Let us talk – we will suggest the most suitable way of working together.

Discuss your project