We were commissioned to manage the Mass Cast that was to be featured at the Opening and Closing Ceremonies of the 2010 event at New Delhi. More than 14,000 performers required to be kept track of along with their costumes, props, ground transport, refreshments and other practice and performance related aspects. Replacements were required to be aligned to instantly take the place of absentees along with their standby costumes and props. The whole spectrum of Mass Cast Management was to be coordinated with other service providers from choreographers to ground transport contractors to ensure smooth flow of practices and performances.

This level of detailing for each artist, tracking her/his movement along with the storage of respective costumes and props and coordination with external service providers required for a proprietary process to be created. Our Planning Team swung into action to record and maintain a Management Information System (MIS) with a complex backend to address all our needs while it had a simple front-end for all to understand. This computer driven & manual systems were run parallel to the other to ensure incident proof activity. 

Reports were generated at the end of every practice session. These reports would record the movement of each of the groups. Should one of the performers go missing or absent, a memo would be triggered to the Artist Roster for replacement in the particular category. On commencement of each session, a memo is sent to the Ground Transport service provider for pickup. Before the group arrives, the F&B service provider receives a memo to set up the food & beverage requirements for the group. Reports & Memos were used in this format to drive information at the operational end while the generated memos were data entered for MIS at the end of the day, giving the Management and Planning teams to monitor and realign where required. 

An incident free and flawless event for television and for those ensuring this successful and high profile event. Full commendations were given by our client, The Indian Olympic Committee for delivering excellently, for a high profile event such as this.