The Situation
A production coordinator was preparing for a multi-city fashion project spanning New York and Paris Fashion Week.
The plan involved:
- Talent traveling internationally between shows
- Creative teams are split between New York and Paris
- Back-to-back schedules with fittings, rehearsals, and show days
On paper, everything was mapped out.
In reality, nothing was fully locked:
- Show schedules were still shifting
- Talent confirmations were coming in late
- Hotel availability in both cities was tightening quickly
- Flights between New York and Paris were increasing daily
She was managing all of this while still supporting the production itself.
How It Started to Build
As Fashion Week approached, the gaps started to show:
- A model needed to arrive earlier for a last-minute fitting
- A creative director changed travel timing between cities
- Additional team members were added mid-week
- Hotel rooms needed to be secured before final guest lists were confirmed
At the same time:
- Preferred hotels were selling out
- Flight options were becoming limited
- Schedules were being updated daily
What should have been a clean plan became a moving target.
The Turning Point
Going into a key weekend between New York and Paris, several things happened at once:
- A group needed to be moved onto earlier flights
- A hotel block in Paris was about to be released
- A few VIP travelers required upgraded accommodations
- Ground transportation needed to be adjusted for the new arrival times
And most of this came in late when timing mattered most.
At that point, travel wasn’t just coordination.
It was directly tied to whether the next stage of production would run smoothly.
Where Frenchway Came In
Frenchway stepped in to stabilize and structure the process.
Instead of continuing to manage changes across multiple emails and updates, we centralized everything and aligned it with the production timeline.
Rebuilding the Travel Plan Around the Schedule
- Prioritized arrivals based on fittings and show times (not just dates)
- Consolidated traveler details across both cities
- Identified which elements needed immediate confirmation vs flexibility
Securing Key Hotels in Both Cities
- Locked in remaining availability at preferred properties in Paris and New York
- Structured rooming to accommodate both talent and crew needs
- Prevented last-minute relocations due to sellouts
Managing Transatlantic Movement
- Reworked flights between New York and Paris based on updated schedules
- Balanced timing, comfort, and cost across different traveler profiles
- Ensured key arrivals aligned with production milestones
Handling Real-Time Changes Over the Weekend
- Stayed active while schedules were still shifting
- Adjusted bookings without disrupting confirmed plans
- Coordinated updates across teams quickly and clearly
What Changed
The situation didn’t slow down, but it became controlled.
Instead of reacting to each issue:
- Travel was aligned with the production schedule
- Changes were absorbed without creating new problems
- Communication became clearer and more centralized
Most importantly:
Teams arrived where they needed to be, when they needed to be there
The Layer That Made a Difference
Beyond logistics, one of the biggest improvements was how expenses were handled.
Instead of:
- Talent and crew using personal cards
- Tracking expenses after the fact
We supported a more structured approach:
- Centralized payment coordination
- Clear allocation of travel costs
- Reduced the need for reimbursements during the process
This removed a major source of friction during an already high-pressure period.
The Takeaway
Fashion Week travel isn’t just high volume, it’s high sensitivity.
Small changes can impact:
- Fittings
- Show timing
- Team coordination
The difference isn’t eliminating complexity, it’s managing it in a way that supports production.
For production teams moving between cities like New York and Paris, travel is not just logistics.
It’s part of the execution. When it’s structured properly, everything else runs more smoothly.
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