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

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• 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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• 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

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• 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

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .M.PhysicalandTechnicalArrangements

• 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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