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Archive for April, 2011

Total Quality Event Management

BOS (Back Of Stage) total quality event management!

Event managers are a multi-dimensional profession.
Them and their teams are often behind-the-scenes running an event. The “vertical” and “horizontal” relationship of the people that work on a project is very crucial for your event’s success, so you need to work on this “project” before, during and after your event.
One of the things that an event manager should take care of so as to have the maximum result, is for the event’s staff to get along and feel good about what they are working on of course.

My advice:

1. “Do not forget about their needs if you do not want them to forget about your and your clients needs”.
2. “Let them to get to know each other before it’s too late”

Most organizers tend to forget that the people working for them have needs as well during the event and the usual outcome is that they do not plan in advance for them.
There are things that you should consider if you want to better utilize your staff, after all they are your eyes, ears and hands on the project…:

BEFORE THE EVENT

a. Motivate them.
b. Let them tell you what they think as best practice prior to the event.
c. Give them sufficient knowledge of what is going to happen and train them on the concept.
d. Make perfectly clear who is responsible for which tasks and when.
e. Give them a clear idea about the venue and its pros and cons.

DURING THE EVENT

a. Arrange ways for your staff to come at the venue on time (someone to pick them up, parking space, clear directions).
b. Give them some time to adjust and prepare themselves.
c. Give a good brief before the event starts every day…and a good debrief at the end of the day.
d. Provide them with what they need during the event so as to be able to deliver what is asked.
e. In order for the staff to provide their best possible services you need to organize their break sessions as well. Plan for them before the event and find the most suitable time frames for each member.
f. Give them a dedicated space to go and feel free to eat, talk, etc.
g. Plan for everyone-when, where and what they are going to be eating and/or drinking.
h. Think about all the “what if” scenarios. Who is going to cover whom or who is going to support, who in case that something does not come out as expected or someone has an accident?
i. Do not ask for more that one can give. This means that you have to place the right person at the right position.

POST EVENT

Do not forget to thank them for their effort, either by taking them out to have a meal and/or by sending them a thank you note from your client.
To conclude, if you do not take care of your staff before hand by letting them know that you understand their needs and therefore provide them with a certain time frame to cover them, they will try to do it on their own, whenever they feel its proper from their point of view. This means that no one will know who is where when, and why? Ending up with a total back of stage mess.
“Panic and screams” with phrases such as: ”Why did you leave your post?” But I thought it was ok. “No it wasn’t”. But I needed to visit the toilet etc.

Total quality management of an event is about the whole process and not just the end product!

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Green Venues are on their way

Everyone nowadays is talking about the ‘Green’ concept. Some companies have already adopted it and for as much as I know it looks that it is going to become a “prerequisite” for out-of-town events. Green events will be the hype for the years to come. But for now…how can we prepare for this since we are still at the beginning of this era?

Responsible Meeting Planners and Venue Managers are turning their attention to this issue and making it easy to “Go Green”.

Today, I would like to give meeting planners some tips on how to choose a green venue for their events.

To start with, I would recommend choosing a conference venue or meeting place that has a green policy.
But what does it mean being a Green venue? “Green” Venues are environmentally friendly properties whose managers are eager to institute programs that save water, save energy and reduce solid waste – while saving money – to help protect the earth.

Finding the right venue for your event is the main part of the planning process. Making that selection green is simply a matter of asking the right questions such as:

* Does the venue have any eco-friendly signage?
* Does the venue use eco-friendly material (e.g. paper, laundry bags)?
* What kind of recycling programs does the venue have (e.g. aluminium,
plastic, paper, water, composting)?
* If the venue has accommodation, do guests have the option to reuse
towels and sheets instead of having them changed every day?
* What programs does it offer to reduce consumption? Examples include
energy-efficient lighting, low-flow toilets and showers, and alternative
energy sources like solar or wind power.
* How does the venue contribute to the local community?
* Do they buy locally sourced food and materials?
* Do you need to catch “three planes” to get there? The venue might be
green…the way to go there might not.

These are some of the things you should consider in order to find a green venue for your event.

Will get back with more ideas!