In order to deliver a good suite of exhibits on time, Aivaf Ltd always works to a stringent process; the stages and the management responsibilities are given below.

• On receiving the design/tender package from the exhibition design company/client, we always call a meeting with our key personnel who are going to be involved in the project. At this initial meeting, the team discuss the programme, the client’s requirements, the overall theme of the project and types of exhibits.
  
  
• Within the team are the production director, project manager, senior technical designer, workshop manager, electronics department manager and the head of engineering. This team will then work through all the exhibits and highlight, which items will be the most complicated to produce and which exhibits (if any) will need public evaluation.
  
  
• A list of partnering companies and/or subcontractors is then drawn up and initial contact is made to discuss their involvement and expectations of the client
  
  
• A report is then drawn up and supplied to the client, outlining the key issues and how we intend to overcome them.
  
  
• The project is then divided down into smaller packages that are then passed over to key individuals to oversee. The individual will then have to present their internal programme to the project manager and their production methods to the director.
  
  
• Our approach is to always tackle the most complicated products at the beginning of the project in case our initial findings show that the proposal is unfeasible to produce.
  
  
• Internal progress meetings are then held every 2 weeks. The management team then have to present the progress of each of their packages to the director.
  
  
• For the exhibits that require evaluation (if any), the business development manager will decide upon specific dates and locations. The findings will then be presented to the client / designer at a meeting and a group decision will be made about any alterations.

• The client is then invited on a monthly basis if they so wish to visit our workshops to view the progress themselves. Each exhibit will require design approval and workshop approval by the designers before installation will begin.
  
  
• Approximately a month before installation, our project manager and installation manager will visit the site and work through the risk assessments and method statements to provide to the main contractor. At this time any concerns about the site condition will be raised.
  
  
• During the installation the project manager will ensure the programme is being met and subcontractors (if any used) attend induction meeting etc. The installation manager will ensure that all of the site team are working correctly and exhibits are installed properly.
  
  
• Throughout the installation period the project manager, will keep the client informed and carry out “walk round inspections” with the necessary parties.
  
  
• On completion the project manager and production director will then present the O&M manuals and attend any snagging meeting etc.
  
  
• Any snagging found will then be passed onto the necessary parties with specific completion dates.
  
  
• On completion of any necessary snagging the handover to the client will be carried out. This entails providing training for the enablers and maintenance staff.