Client

Project plan

Everything that has to happen to deliver Tur for Privatmegleren: tasks, owners, deadlines, timeline and the budget behind it.

Tur for Privatmegleren

The plan assumes a three-day event from 6 to 8 November 2026 for up to 1,000 guests at Clarion Hotel The Hub in central Oslo. Delivery starts with contract and concept decisions in August, moves through registration, content, supplier production and technical rehearsals, and locks all operating details one week before arrival. The project closes by 20 November with financial reconciliation, guest evaluation, supplier review and documented recommendations for 2027.

Tasks

0 / 34

Completed

Kickoff

07 Aug 26

Event 06 Nov 26

Delivery budget

NOK 6.4m

Plus 8% contingency: NOK 512,000

Agency effort

1342 h

10 milestones

07 Aug 26Timeline20 Nov 26

Conduct client kickoff

Establish governance and reporting

◆Delivery brief and budget approved

Develop guest journey concept

Design spatial and visual direction

◆Creative direction approved

◆Hotel contract signed

Complete room and capacity plan

Plan guest flow, safety and accessibility

Plan accommodation, luggage and local transport

Approve catering and service plan

Issue supplier specifications

Contract technical production supplier

Contract music and headline entertainment

Contract onsite crew and hosts

Build detailed programme architecture

Confirm external speaker and contributors

Develop workshop rounds and outputs

◆Run of show locked

Build registration platform

◆Invitations out

Manage registration and guest service

◆Registration close

◆Final headcount issued

Complete technical design

Produce graphics, signage and workshop assets

Integrate rehearsals and cueing

◆Production readiness approved

Load in, build and rehearse

◆Event day

Deliver full weekend operation

Strike and venue handback

Complete feedback and financial reconciliation

◆Final evaluation and project close

Kickoff and alignment

3 tasks · due 14 Aug 26

Project lead07 Aug 2610 Aug 26

Project lead07 Aug 2612 Aug 26

Client10 Aug 2614 Aug 26

Concept and creative

3 tasks · due 31 Aug 26

Creative director10 Aug 2621 Aug 26

Creative director17 Aug 2628 Aug 26

Client28 Aug 2631 Aug 26

Venue and logistics

5 tasks · due 02 Oct 26

Project lead07 Aug 2604 Sept 26

Logistics manager24 Aug 2611 Sept 26

Logistics manager07 Sept 2625 Sept 26

Logistics manager07 Sept 2602 Oct 26

Producer01 Sept 2602 Oct 26

Suppliers and contracts

4 tasks · due 25 Sept 26

Producer24 Aug 2604 Sept 26

Technical producer04 Sept 2618 Sept 26

Entertainment producer04 Sept 2618 Sept 26

Staffing manager11 Sept 2625 Sept 26

Content and programme

4 tasks · due 30 Oct 26

Content lead24 Aug 2611 Sept 26

Content lead07 Sept 2625 Sept 26

Content lead14 Sept 2616 Oct 26

Show caller12 Oct 2630 Oct 26

Communication and invitations

5 tasks · due 16 Oct 26

Registration manager24 Aug 2609 Sept 26

Client09 Sept 2611 Sept 26

Registration manager11 Sept 2609 Oct 26

Registration manager09 Oct 2609 Oct 26

Project lead12 Oct 2616 Oct 26

Production and technical

4 tasks · due 05 Nov 26

Technical producer21 Sept 2616 Oct 26

Producer28 Sept 2623 Oct 26

Show caller19 Oct 2604 Nov 26

Executive producer02 Nov 2605 Nov 26

Onsite delivery

4 tasks · due 09 Nov 26

Executive producer05 Nov 2606 Nov 26

Executive producer06 Nov 2606 Nov 26

Executive producer06 Nov 2608 Nov 26

Technical producer08 Nov 2609 Nov 26

Wrap up and evaluation

2 tasks · due 20 Nov 26

Project lead09 Nov 2613 Nov 26

Project lead13 Nov 2620 Nov 26

Budget to deliver

VenueRental of plenary hall, workshop rooms and common areasPayment due 04 Sept 26NOK 768,000

Food and drinkAll meals, coffee service and agreed beveragesPayment due 02 Nov 26NOK 1,920,000

AccommodationTwo hotel nights in central OsloPayment due 23 Oct 26NOK 1,408,000

ProductionSound, lighting, screens, show control and technical staffPayment due 16 Oct 26NOK 768,000

EntertainmentFriday music, Saturday headline act and rooftop clubPayment due 16 Oct 26NOK 512,000

TransportLuggage logistics and local transportPayment due 30 Oct 26NOK 128,000

CrewOnsite hosts, registration staff, runners and production supportPayment due 02 Nov 26NOK 250,000

Agency feeProject management, planning and delivery leadershipPayment due 21 Aug 26NOK 134,000

ContingencyControlled delivery reservePayment due 20 Nov 26NOK 512,000

Contingency 8%NOK 512,000

TotalNOK 6,912,000

By category

Food and drinkNOK 1.9m

AccommodationNOK 1.4m

VenueNOK 768,000

ProductionNOK 768,000

EntertainmentNOK 512,000

ContingencyNOK 512,000

CrewNOK 250,000

Agency feeNOK 134,000

TransportNOK 128,000

Risks

Guest count exceeds contracted capacityhigh
Cap registration at 1,000, use a managed waiting list and review pickup against room, catering and fire safety limits every week.
Late registration changes affect rooms and cateringhigh
Set a firm registration deadline on 9 October, issue the final headcount on 16 October and maintain a controlled change log with agreed supplier cutoffs.
Three-level dinner creates congestionhigh
Assign guests to zones, stagger movement, place hosts at vertical circulation points and test lift, stair and service routes before doors open.
Opening without a conventional stage lacks focusmedium
Use distributed lighting, directional audio, mobile hosts and tightly rehearsed audience sightlines to establish a clear focal sequence.
Poor weather affects the Oslo walking programmemedium
Prepare shortened outdoor routes and an indoor alternative, then make the final format decision using the 48-hour forecast.
Late speaker or workshop content delays productionhigh
Apply fixed content deadlines, review drafts weekly and use approved holding slides where final material is not delivered on time.
Technical failure disrupts plenary sessions or entertainmenthigh
Provide redundant playback, backup microphones, spare network capacity, show-critical power protection and a full technical rehearsal.
Dietary or accessibility needs are missedhigh
Collect needs during registration, confirm them with the hotel at final headcount and provide named guest support contacts onsite.