Insights into project management

Tim Kontner, Head of Trade Fairs & Events, spoke with us about the work carried out by his team, as well as the current challenges and opportunities in the field of guest events.

Hi Tim, please tell us, what are the tasks and activities carried out by a project management team at guest events?

Our project management team acts as a liaison between event organisers, the various Messe Stuttgart departments, as well as an established network of service partners. We are the “facilitators”, “orchestrators” or even “caretakers” of events. It is our job to recognise and coordinate the various requirements, to ensure they are met and that everything runs smoothly. As a project management team, we take over the new customers from Sales once contracts have been signed. We are often also involved in an advisory capacity during the final tender phases. Thanks to the close cooperation between Project Management and Sales, the customers are always kept well informed. 

Using our twelve-strong team experienced in various trade fair, congress and event formats, we accompany organisers through every project phase. The project managers in charge gather all the necessary information and ensure that measures are taken to establish the ideal conditions. We apply the principle of “One Face to the Customer”: communication takes place almost exclusively through our project manager or their counterpart in the technical event service. In this way, we reduce the number of contact partners, improve efficiency, avoid misunderstandings and establish trust – in a way, just like a concierge takes care of the hotel guests.

What special challenges are you currently facing in the guest event sector?

The current environment is a challenging and yet exciting one. Rising costs are adding to economic pressure, while the competition from exhibitors, sponsors and visitors is increasing. At the same time, there is a growing demand for sustainable event concepts that combine environmental responsibility with economic feasibility. Digitalisation is also shaping the course of the industry: artificial intelligence is opening up new opportunities, however requires a targeted and meaningful application. The behaviour of those taking part is also changing – decisions tend to be made at short notice; there is greater emphasis on individual offers and the specific benefits to attending an event have become a key factor. In this dynamic environment, experience, market expertise and close cooperation are crucial. Our team accompanies event organisers from the planning stages of an event to its implementation and provides a reliable framework for successful events through modern infrastructure, superb accessibility and a sustainable location in Stuttgart.

How important are personal encounters in what is now an increasingly digital (event) world?

Events are and remain a true “people business”. Despite our digital progress, nothing can replace personal encounters. Trade fairs, congresses and events establish spaces in which trust is established, relationships grow and innovation is experienced in person. This understanding shapes our daily work. Regardless of size, format or theme, the key question always remains: how can we work together with organisers to create the ideal conditions for a successful event. Successful events are never based entirely on individual performances, but are the result of partnerships and collaborative problem-solving that involves many parties. This is why we encourage organisers to remain focused on cultivating personal exchange, strong partnerships and joint efforts. Anyone who continues to put exhibitors, visitors and partner companies at the heart of their approach will create memorable experiences and achieve long-term success.

What, in your opinion, have been the (trade fair) highlights so far this year?

Every guest event that takes place on the grounds of Messe Stuttgart has its own character and meets the specific requirements of its target group with an individual concept and programme. To single out highlights would sell short the variety of formats found in our trade fair halls, in the ICS International Congress Center Stuttgart and on the surrounding grounds. In the first six months, however, there have been several projects that have demonstrated our close collaboration with external partners, such as the police force and public authorities – events such as the CDU Federal Party Convention and the Jewrovision. Both of these events required increased security measures and close coordination with the police, security services and authorities. Our solution-oriented approach to efficient cooperation was a crucial factor in their success. Projects such as these underline the broad scope of our work: our team is not just involved in the classic trade fairs, congresses, corporate and public events, but also contributes its expertise to more complex special events. This adds to the variety of our work and demonstrates the exceptional performance of all our teams both within and outside of Messe Stuttgart.X