Days before Martin J. Walsh's inauguration, organizers drove across the state, hand-delivering about 100 credentials and parking passes to performers because FedEx could not guarantee delivery because of last week's storm.
For more than a month, a team of event organizers, politicians and administration officials have been making plans, fixing problems and averting crises.
"It's so many different organizations and parties and considerations," said Denise Kirk, head of Brattle Entertainment in Cambridge, a co-producer of the events. "There's so much detail it's unbelievable."
Inaugurations come with extra complications, Kirk said. By law, Walsh must be officially sworn in by noon.
To go with the expected details are surprises, good and bad.
Bryan Rafanelli, head of Rafanelli Events, spent part of Friday night trying to find a place for thousands of balloons that had been unexpectedly donated.
"We're scrambling," Rafanelli said Friday. "We are right now going through all of that ... how can we work with this donation and make this look awesome and cool?"
For Kirk, the snow threw a wrench into the plans to mail credentials and parking passes to musicians and performers for the Boston College event.
"A whole group of us have formed a convoy and we're going to spend the weekend hand-delivering them to everyone," Kirk said late last week. "It's all over the South Shore, west of the city, north of the city."
Rafanelli, who is helping to put on the celebration that includes Blue Man Group, the Dropkick Murphys and others, managed to skirt any snow complications.
"We moved in all of our sound and lighting equipment and actually gave it to First Night," Rafanelli said. "All our lights were hung, our backdrop is up. We outsmarted the storm."
Kirk, Rafanelli and their partner Live Nation all are veterans of political event planning — Rafanelli put on many of Mayor Thomas M. Menino's inaugurations — but they say inaugurations take something special.
"Every single person working on this has worked eight to 12 hours every single day, including Christmas Eve, the day after Christmas, New Year's Eve, New Year's Day, Saturdays, Sunday," Kirk said. She said there is "absolutely" more pressure to get things right.
This is all while preparing to host several high-profile politicians and dignitaries, including Cardinal Sean O'Malley.
Walsh's inaugural committee has been co-chaired by a range of politicians and community representatives, including U.S. Rep. Stephen Lynch and Felix D. Arroyo, the father of former mayoral candidate Felix G. Arroyo, co-chairman of Walsh's transition team and his newly appointed health and human services chief.
"He made it very clear to us at the outset that it was very important to him that this event be one Boston. It was very important to him that we don't lose sight of that," Kirk said.
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