Three decisions we make before your crew arrives

Kasia is our Project Manager who decides which people go to your jobs.

If your production is in Poland, she is your main contact. If your production is in Germany, Austria or elsewhere, you will speak to Robin – but the crew that arrives was selected and briefed by Kasia.

Here are three decisions she makes on every job.

01 – Who goes on the job

Availability is the easy part. The real question is fit.

Kasia matches people to the actual task on the job: unloading trucks, moving cases, lighting install, LED build, scaffolding, event zone setup, furniture build and dismantle. Different jobs require different people.

She can only do that if she knows what the task is.

When I am told the crew will do one thing, and on site it turns out as something completely different, I have already sent people with the wrong skillset.

What information helps Kasia put the right crew on your job:

• What the crew will actually do. Not “general help”.
• Which certificates and licenses are needed.
• Exact meeting point.
• On-site contact person.
• Dress code. BWS shirts, or all-black.
• Indoor or outdoor.
• Whether the crew moves between locations during the shift.

Just seven lines in an email that help Kasia pick the best people.

02 – When the job changes

Sometimes plans change the day before. And we know how to handle changes.

Kasia calls the crew first. She explains what changed and lets anyone leave the job if the new hours do not work for them. If someone leaves, she replaces them. Only then does she confirm the crew to you.

Moving the start time by one hour is not a small change. The crew may have other work that day.

It takes a few hours longer to get an answer, but you get a concrete answer.

03 – When something goes wrong

A crew drove overnight to Düsseldorf for a night shift. The plan was: arrive at 06:00, sleep, and start at 22:00. The hotel was booked, but check-in was only from 15:00, and there were six tired people standing in a lobby at six in the morning.

Kasia was awake and calling hotels in the area within minutes. The crew were in beds before 08:00 and started the shift well rested and on time.

But when it really goes wrong she is not alone on those calls. Behind her is the full operations team at the Kraków office, up to the CEO. Nights, weekends and peak season are covered by more than one person on standby.

When something goes wrong on your production, you are not depending on just one phone being switched on.

About Kasia

She came into events through student festivals in Kraków, and she ran Juwenalia UEK 2024 (a concert for over 10k people) as director before joining BWS. She applied for an admin role, but we told her to apply for project manager instead, and she has not looked back since.

Her biggest job so far: Tyler, The Creator at Tauron Arena Kraków. Around 200 people across one day, 90 on load-in and 90 on load-out. Two BWS records at the time.

Working style in one word: multitasking. Fuel: cold Coke Zero.

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