describe what you have to do to organize the events
TRANSCRIPT
Organizer and Sponsor
TOPIC
Jl IKPN Bintaro No 1, Pesanggrahan, Tanah Kusir, Jakarta, Special Capital Region of Jakarta 12330, Indonesia
Describe What You Have To Do To Organize The Events
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. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .A. Define your objectives
Social and financial objectives
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .B. Finance – Sources
• Registrationfee• Sponsorships• Exhibits• Advertisements• Fund-raisingcampaigns• Grants• Donations
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .C.Createoperatingcommittees
• Setupyourteamsofdifferentskills• Secretariat
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .D.Centralcommunicationandinformation
• Adminservices(personnel,legal,communicationfacilities,officemgt,suppliesandmaterials)• Printing/documentation• Language services• Registration and info services• Conference evaluation
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .E.Pre-CongressRegistration
• Verifyrestrictednationals(fromforeigncountries)• Advanceregistrationtogeneratemuch-neededfunds• Computerizedsystem• Outsourcemanagementofevent
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .F. Secretariat
• Firstimpressionlasts• Adequateandwell-trainedpersonnel• Sufficientspace• Properlayouttoeffectsmoothflowandcontrolofregistrationtraffic• Numberofdesksdependsonthenumberofexpectedattendees• Registrationfees(Confirmation,cancellation/refunds)• Verification and identification procedures• Discounted fees for advance registration• Content,designofregistrationforms• Badges(design)• Conventionkits(contents,specification)• Kit distribution counter• Informationdesk• Message counter• Tourdesk(touritinerary)• Mediaroom(withwifi,computers,printers,F&B,meetingtable)• Speakers’room(w/program)
ii• Adminoffice(copyingmachine,computers,wi-fi,etc.)• Transportationdesk(scheduleofdepartures/location)• Cashmanagement(officialreceipt,reports)• Security(escortservice)• Roster of participants• Medicalclinic/ambulance• Accessibilityservice(PWDs)/seniors• Conferenceinformationsheet• Countryinformation• Associationinformation• Hotels• Physicalarrangement• Furniture / decors• nformationmaterials• Suppliesandmaterials• Storage area• Suppliesandequipment(typewriters,computers,printers,copyingmachines,telephones,websites)• Fillingupregistrationforms• Setupdismantlingdates(egress)• Check-inandcheck-outprocedures• Accreditationofmembers,volunteers,media,etc.• Assignments• Training• Work shifts• Security
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .G.Program/BusinessSessions
• ResponsibilityofHostCommitteevs.InternationalSecretariat• Limitationoffunctionsofhostcommittee• Specialparticipationoflocalhost(openingandclosing)
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .H.Program/BusinessSessions
• Audio-visualinstruments(avoidtechnicaldisruptions)• Speakerswithpublicspeakingskills(speakers’bureaus)• Insist on rehearsals• Technicalcommittee/Programcommittee(timemanagement)• Documentationcommittee
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .I.OpeningandClosingCeremonies
• GlimpseofIndonesiaculture• Use scripts, technical cues, lighting, rehearsals, etc.• Masterofceremonies
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. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .J.Checklist–ConferenceProgram
• Invitations,confirmations• Speaker’s profile / biodata• Arrivals, departures• Hotelamenities,charges• Air transportation• Groundtransportation• Otherarrangements• Speaker’stechnicalrequirements• Briefing of speakers• Timemanagement• Amenitiesforspeakers• Special badges, ribbons, leis• Plaques, certificates• Gifts• Masterofceremonies• Technical / stage director• Performers,Entertainers,Bands• Ushers• Decors• Seatingarrangements/signage(delegatesbycountry/observers/guests/press)• Protocol• Presidential table• Place cards• Water glasses• Send-offparty
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .K.Promotions
• Stimulateattendancetothecongress• Advertising,presscenter,pressconferences,presentationsinmeetings• Hire consultants to do the job• Printmaterials,directmail,personalcommunications,publicity,advertising,• Outdoordécor(billboards,banners,streetdecors)• Promotionaltrips
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .L.Accommodations
• Committeetofacilitatebookingofparticipants• Negotiate with hotels• Adoptareservationandbookingsystem• Blockroomsinadvance(lookoutfordirectbookings)• Roomsforlocalofficialsandstaff,VIPs• Monitorroomrates• Requestforaliaisonofficerfromthehotel• Roominglist• Check-in/check-outschedule(informattendees)• Paymentscheme(downpayment)• Potentialsourceofincome• nspect facilities• Discounts,promos,incentives,etc.
ii• Shuttle service• Senior citizens’ discount
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• Referstoseatingarrangementsandfurnishingsinsidemeeting/functionroomsandreceptionareaoutsidetheroom
• Twoset-ups:theater-typeandtableset-up• Usestandardconferenceequipment(LCD,vidi-wall)• Considerrentalcompanies• Size,ventilation,acoustics,electrical,lighting/control,safety,insulation,liabilities,platform,lectern,
microphones,whiteboards,etc.• Videocoverage/documentation• Stagebackdrop(tarpsorhi-tech?)
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .N. Tours and Transportation
• Appointanofficialtouroperator(pre-andpost-conventiontours)• Standardpracticeistoprovidecomplimentarycitytour• Mayincludecostoftoursinregistrationfees(oroptionaltours)• Setupatourdesk(tourpackagesforsale)• Groundtransportation–airporttohotelandback/shuttle• Usehand-heldradio• Hire professional tour guides• Choosetourist-qualitybusesonlywithaudioset-up• Announce the tours beforehand
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .O. Socials
• Preparessocialprogram(foodandbeverageservice,handlesarrangementsforVIPs)• Mayincludebusinesscomponent,shopping,sportstournament,etc.• Dothisinmoderation• Remembertheworld-renownedFilipinohospitality• F&B–takenoteofincreasinghealthawareness• Free-flowingcoffee
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .P. Airport Reception and Facilitation
• Portcourtesies/leireACception/entertainment• Provideidentifyingmarkers(luggagetags/stickers• CoordinatewithDFA,BI,Customs,LocalairportforVIProom,reception,Internalsecurity• Arrangeaninter-agencymeeting• Usehand-heldsigns,welcomestreamers,receptioncommittee
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• Protocol and security• Exhibits(buyersandsellers)• Hireprofessionalexhibitorganizers• Ingress and egress
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• Computeyourexpenses,incomes,sponsorsandcontingencies• Keep your costs low• Sponsorships• Exhibits• Advertisements• Fund-raising• Grantsfromfoundations• Donations(professionalgroups,alumniassns,etc)
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .S.ThemedEvents
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