logistics of an event…

i hope you had a great weekend – around the studio, it’s been another crazy busy time for us.  no surprise there, as many of you have been following the behind the scenes on facebook, twitter, and instagram about the prep we’ve been doing for our upcoming teaching event in south africa.  the opportunity to teach at such an amazing destination like south africa is incredible.  we absolutely love it there: the people, the art, the landscape, the culture – it’s unlike any other place we’ve ever been.  in fact, this will be our third time teaching there, but the first time teaching five full day events totaling close to 500 students – crazy right?  as you can imagine a great deal of planning and prep goes into something like this, and i certainly couldn’t do it alone.  first thanks to mario for all of the cutting, prepping, kitting, and shipping work he’s done for this event, and thanks to paula for her work on the collaboration of the projects we will both be teaching…

i want to share a glimpse into the logistics of what goes into getting ready for a big event like this.  it starts with an invite of course (thank you glenda), as this trip has been in the works for the past two years.  we work on planning the itinerary, creating the schedule, choosing dates, make travel arrangements, etc.  then comes the part of designing the technique filled projects for the event (sorry but those details are top secret until the event).  paula and i have planned really great projects using some of new products that just launched at cha (actually, it’s that decision to wait for these new products to start shipping that has been the catalyst for these insane last couple of weeks).  when we were traveling to germany earlier this month, i was writing up lists of supplies needed, and placing orders to the many companies who are sponsoring these events.  since we’ve returned, we’ve been tracking orders, creating final prep lists, writing project instructions, and starting to prep what we can in the studio, it’s been non-stop work (not to mention doing my job for ranger)!  so i want to take this time to give a huge thank you to ranger, advantus, and stampers anonymous for their support of product for this event

unpackingwe started getting boxes of the supplies we needed to prep, and they were piled high…

cuttingthen came the task of cutting up 500 paper pads for kits (great job mario)…

paperand this is what 500 mini paper pads look like…

sortingthere was also lots of sorting of embellishments going on…

drillingsome required a little more prep than others, like drilling holes in 500 wishbones (once again great job mario)…

diecuttingand of course die cutting 500 grungeboard hearts (let’s just say mario’s the best)…

so with the final tasks almost finished, we are shipping the last of the prep to the freight forwarder in new york tomorrow.  in addition, all of the sponsoring companies also have to ship their palettes of supplies to the freight forwarder this week.   then the freight forwarder will consolidate all of the shipments into one group shipment that will be air freighted to south africa.  once the shipment arrives there, glenda and her team will have the task of unpacking all of the palettes of product, sort it according to the prep lists i have made, and assemble everything into the final kits the students will receive in the workshops – are you tired yet???

on march 6th we plan to arrive in south africa, the day before all of the workshops begin, to help with set up, do finishing touches on everything, and get ready for another amazing adventure of creativity and inspiration in south africa – we can’t wait…t!m


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182 Comments to “logistics of an event…”

  1. Soooooo EXCITED! Cannot wait to attend this event in a few days time! You guys are AMAZING!

  2. Looks like an amazing event! Wish there was a local one here in Phoenix! Safe travels!

  3. Charmaine says:

    Wow SA and scrapbooking with Tim?!?! Definitely on my bucket list. I loved SA and would love to see more fo the country.

  4. Maura says:

    Wow! This puts it all into perspective and why you two are always SO busy!! We are glad you do it, and glad you take those mini vacations when you can 🙂 you guys are the best!

  5. Wow, is there anything Mario can’t do? What a collaboration with your creative and business genius and his technical, mechanical know how! Added to the fact that obviously neither one of you ever needs to sleep!! Way to go!! Hope you have a great time in South Africa!

  6. Kathleen Lundman says:

    Yes, I AM tired just reading about it all! Good thing that you have good people keeping things moving along so this goes off as another smooth event/events. Hope you at least get a little down time before you have to leave. That’s a very long flight from the U.S. also! You all be careful there and enjoy yourselves too! Maybe a quick Safari??? My son and daughter-in-law went there several years ago for a week or so. One of their wedding gifts was a paid Safari in Africa so they had to go. They had lots of animals who follow the vehicles around while they are touring the area for great photo ops, etc. They loved it. Cant wait to see and hear all about this adventure, but I guess it will be a while before that happens! You all take care.

  7. Karen Elenbaum says:

    WOW I need a nap after reading all of that. Have fun in S. Africa.

  8. Ruby C says:

    All that attention to detail and so much work BTS. No wonder your classes are so wonderful. One day maybe I’ll be able to attend one but until then I have the online classes and your blog. Have fun Tim, Mario and Paula. I think I’ll go watch your travel video again of your 1st trip to SA. Safe Journey!

  9. Donna Gibson says:

    Wow, I’m exhausted just reading about it! I’m sure all of the attendees will greatly appreciate the time and effort put into the event. Have a great trip! And, yes, Mario is the greatest!

  10. Carolyn says:

    Mario, you are phenonmal!! Tim is so lucky to
    have you on his team.

  11. Pam Black says:

    Wow I am exhausted!! I bet Mario has lots of energy to spare!! Sounds like and exciting trip!!! Enjoy

  12. Mary P says:

    No wonder you created an electric version of the die cutter – 500 die cuts! My arm would surely hurt (I have the Big Shot Pro, manual cutter!).

  13. amazing, the amount of work that goes into these workshops. Thanks for sharing this. I wish you a good journey and hope everything will arrive on time and in order!

  14. Kate Burroughs says:

    Wow, that is an insane amount of work. I am sure the 500 students will love it!
    Aloha, Kate

  15. teri says:

    Wow, that’s amazing! I am sure all the work going into those projects will be awesome and enjoyed by all those people lucky enough to attend!!

  16. Diana says:

    you guys are simply amazing!! i so can’t imagine how you do it all!!! the energy you will receive from all those students i am sure makes it worth while!!!

  17. Of course, Mario is amazing. We all know that. And appreciate him as you do. I know all those folks in SA are going to love your classes and the projects you teach. Have a safe and wonderful trip

  18. KnitterPam says:

    Wow – with all that prep it’s a wonder you guys don’t burn out. Take care of yourselves. Your fans won’t leave…

  19. Emily Barker says:

    That’s a lot of wishes! What happens if the shipping gets messed up? I once had a shipping company deliver about 50 boxes of Depends to my personal home (blocking my door) instead of the correct address! (Wonder who ordered that???, and no, it was not a prank!)

  20. Barbara Jensen says:

    Can’t wait for the Masterclass in Cape Town …. Been wanting to do a workshop with Tim ever since I started scrapbooking …

  21. Darlyne Wagner says:

    Who the heck knew there was so much work by you two and so many others in preparing for these classes??? You and Mario make an outstanding team, for sure! Have a fabulous time and stay well!

  22. Zoe Hillman says:

    Wow, that really is a lot of work, but 500 students are going to be so grateful for it. Hope you all have a superb time in South Africa and thanks for sharing more BTS. 🙂

  23. Mrs B says:

    Hi Tim. Wow, I’m exhausted just reading about all of the prep that you have all been doing! I’m sure everyone will have a fabulous time, making all of your hard work worth while. Hope you manage to get a bit of a rest before you go. Take care.

  24. Neesey Gebalski says:

    wishing you a safe and wonderfully fulfilling trip. You and Mario give new meaning to the saying “there are not enough hours in a day!”. Happy Trails.

  25. Sara j says:

    I had seen the photo of boxes and was fairly impressed with that. The fact that the companies ship directtly to the forwarder and then coordinated on site is pretty amazing. Also just thinking about someone with such a well developed right brain, who can also deal with those left brain logistics. Thank heavens for Mario, once again, huh? Most importantly enjoy!

  26. Pat Carmody says:

    wow! Thank God for Mario! Have a great trip!

  27. My goodness! Poor Mario drilling holes in all those tiny wishbones!!!!!!

  28. Dana Edwards says:

    Mario is definitely a keeper!

  29. Maureen Chandler says:

    WOW! What a huge undertaking for all of you – sounds like a wonderful opportunity for everyone though! Happy traveling to all of you!

  30. barbara lassiter says:

    A great big WOW!!!! That’s a lot of prep! It will be worth it for those taking the classes. I hope they will be suitably amazed. Have a great trip!

  31. Laura says:

    man, that’s a lot of work! But at least this is work you get to see to the end product. How wonderful is that!

  32. Janet L. Castle says:

    Have FUN!!!

  33. marileew says:

    Wow. I will never again complain about putting together a few kits for a crop 🙂 Seriously, it sounds like a fabulous trip. Have a great time…

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