Put yourself in the role of a project manager collaborating with MTD, an events company.
Considering the difficulties and problems that MTD encounters in their projects, what insights have you gained this week that could offer assistance?
If an iterative approach were employed in organizing an event as a project, what would be the consequences? Similarly, what are the implications of adopting an agile approach? If the company sought your advice, what would you recommend?
Contribute your thoughts and ideas to the discussion.
As a Project Manager at DayTech Consult, my initial step will be to analyze the problems at hand, determining whether they are simple, complex, or complicated. Based on this assessment, I will propose suitable solutions. Given that DayTech is an event company, I recommend employing the linear method in collaboration with clients; however, it may also be beneficial to integrate an agile approach.
While I do not advocate for the agile methodology in the context of an event company since it is crucial to finalize the entire process before obtaining client feedback to avoid wasting financial and resource investments this approach does foster client engagement and ensures that their specific needs are met effectively.
I would analyze MTD’s challenges, plan the event step by step with a clear timeline, then review progress with the client after each stage. This keeps the process organized, saves resources, and ensures we deliver what the client needs.
As a Project Manager working with MTD, I would first review their challenges and classify them as simple or complex. I would use the linear method to plan the event step by step, ensuring clarity on tasks, timelines, and resources.
I would add agile elements by getting client feedback after each stage. This prevents wasted time and money, keeps the client engaged, and helps deliver exactly what they expect.
This mix of linear planning and agile feedback ensures smooth execution and flexibility when changes arise.
As a Project Manager at MTD,Firstly I will look into the Problems(analyze) and see if it is something simple, complex or complicated and from there propose solutions and since it is an event company,I propose they use the linear method while partnering with their clients, they might also need to incorporate the agile approach.
While i am not in support of an agile approach for an event company because you really can’t want to complete the whole process then get feedback from clients, money will be wasted and resources too.but it keeps the client engaged too and you will get exactly what they need
At the beginning, a linear approach can serve as the foundation for the projects being developed. However, an iterative process will play a crucial role in completing the project. The regular Scrum stages and updates allow the team to assess whether goals are being met and make necessary adjustments as needed.
I don’t think the title of your article matches the content lol. Just kidding, mainly because I had some doubts after reading the article.
As a project manager collaborating with MTD, I’d need to understand their specific challenges first, but I can share insights on common event management issues and how different project approaches could help.
Common Event Management Challenges
Event companies typically face challenges like changing client requirements, vendor coordination issues, timeline pressures, budget constraints, and the high-stakes nature of live events where there’s no “redo” option. Weather, technical failures, and last-minute attendance changes add complexity.
Iterative Approach Consequences
Benefits:
• Risk mitigation through regular review cycles and adjustments
• Stakeholder engagement via frequent feedback loops with clients
• Quality improvement by refining elements based on testing and feedback
• Better vendor relationships through phased deliveries and regular check-ins
Challenges:
• Timeline constraints – events have fixed dates that can’t slip
• Budget implications of multiple revision cycles
• Vendor confusion if requirements keep changing
• Client fatigue from constant decision-making requests
Agile Approach Implications
Advantages:
• Adaptive planning allows response to changing requirements
• Cross-functional teams improve communication between catering, AV, logistics, etc.
• Sprint-based delivery creates momentum and clear milestones
• Daily standups catch issues early
Potential Issues:
• Fixed event date conflicts with agile’s flexible timeline philosophy
• Regulatory requirements (permits, safety protocols) don’t suit frequent changes
• Vendor contracts often require upfront commitments
• Client expectations may not align with iterative refinement
My Recommendations for MTD
I’d recommend a hybrid approach:
1. Phase-gate methodology with agile principles within each phase
2. Early stakeholder workshops to lock in core requirements before detailed planning
3. Risk-based planning with contingency protocols for high-impact scenarios
4. Technology integration for real-time communication and status tracking
5. Post-event retrospectives to capture lessons learned systematically
The key is balancing flexibility with the non-negotiable constraints of live events.
As Events Manager at MTD, applying the VUCA framework helps me to navigate:
Volatility: Build flexible budgets and contingency plans for sudden changes (e.g., venue issues, weather).
Uncertainty: Use data from past events and stakeholder feedback to forecast needs and reduce ambiguity.
Complexity: Break down tasks into manageable components using project management tools like Gantt charts or Kanban boards.
Ambiguity: Clarify goals early with stakeholders and use prototypes (e.g., mock-ups of stage design or schedules) to test ideas.
Iterative Approach Implications
– Allows for Continuous Refinement —e.g., testing lighting setups or guest flow before finalizing.
– Encourages Early Stakeholder involvement, reducing last-minute surprises.
– May require More Time Upfront, but saves cost and effort by catching issues early.
Agile Approach Implications
– Promotes Cross-functional Collaboration—marketing, logistics, and tech teams work in sprints.
– Enables Rapid Response to feedback or changes (e.g., adjusting seating plans based on ticket sales).
– Requires a Culture shift—teams must embrace flexibility and regular review cycles.
Advice to MTD
– Adopt a flexible Hybrid Agile-iterative model for event planning.
– Invest in Training Staff on Agile principles and tools.
– Use Real-time Dashboards to track progress and adapt quickly.
– Encourage Client Co-creation to align expectations and outcomes.
Using VUCA, iterative, and Agile approaches equips MTD to handle unpredictability, improve collaboration, and deliver high-impact events. Flexibility, feedback loops, and stakeholder engagement are key to staying ahead in a dynamic industry.
This week’s collaboration highlighted recurring challenges in MTD’s projects: unclear client requirements, supplier delays, communication gaps, and difficulty adapting to last-minute changes.
An iterative approach would allow us to plan and deliver events in phases, incorporating feedback at each stage. This reduces misalignment with client expectations but may require more time and coordination.
Adopting an Agile approach—short sprints, regular reviews, and stronger team communication—would increase flexibility and client satisfaction, though strict deadlines and budgets still require traditional controls.
Recommendation: A hybrid model is best. Use Agile practices (sprints, stand-ups, Kanban tracking) for planning and client engagement, while applying traditional methods for logistics, budgeting, and fixed timelines. This balance offers adaptability without compromising delivery certainty.
A hybrid model would be the best for MTD as it ensures compliance is locked down, while setup and stakeholder-facing parts remain adaptable. This balances safety, speed, and flexibility.
As a Project Manager at MTD, I’d recommend a hybrid approach for event management, blending the structure of linear planning with Agile’s flexibility. This would allow us to adapt quickly to shifting client expectations, uncertainties, and tight deadlines while maintaining quality and client satisfaction. By combining the strengths of both approaches, we can efficiently deliver events, respond to changes, and ensure successful outcomes.