Flf warsaw2010 jsleijster

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Professional

Congress Organiser -

a job for you!

Jurriaen Sleijster

Executive Vice President MCI

20 April 2010

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Contents1. About MCI , about me

2. Professional Congress Organiser - a job for you

3. Activities

4. Career

5. Q & A

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About MCI

MCIis a globally integrated association, communications

and event management company.

We are the thought-leaders in building community

around brands, products, services, companies and

institutions.

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A Global Partner

38 offices

20 countries

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What We Do

GM by type of service7

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About me

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About me…

Dutch, living in Switzerland

Executive Vice President at MCI

Meetings Industry since 22 years

ICCA Board

MPI Member

Active supporter of FLF

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Professional congress

organiser - a job for you!

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Métier

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What's their backgound?

Hotel school

Tourism

- Travel agent, Tourist Office, airline

Marketing & communication

- Advertising, PR, communication, promotion, media, graphic design

Technical/production

- Producers, AV specialists

Architects

Decorators

Food & beverage specialists

Sales person

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Event organiser

Analyst Project ManagerConsultant

Tailor

Trendsetter

Organiser

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A bit of theory…

An evening out. You see a fantastic girl on the other side of the room. You go to her and say: "hi, I'm a great kisser. Want to try?"

DIRECT MARKETING

An evening out. You see a fantastic girl on the other side of the room. You give €20 to a friend of yours. She gets up, goes to the girl and says: "hi, my friend over there is a great kisser. Want to try?"

PUBLICITY

An evening out. You see a fantastic girl on the other side of the room. You give €20 to two of your (female) friends so that they go and stand next to the girl and talk about how cute you are and that you are a great kisser.

PUBLIC RELATIONS

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A bit of theory…

An evening out. You see a fantastic girl on the other side of the room. You recognise her. You go to her, you refresh her memory and you make her laugh. After that you say: "I'm a great kisser. Want to try?"

ACCOUNT MANAGEMENT

An evening out. You see a fantastic girl on the other side of the room. She walks up to you and says: "Hi, I've heard you are a great kisser, shall we?“

BRAND MANAGEMENT

The party is romantic, the decoration out of this world, the lights are dim, the drinks are exotic, and the DJ plays a slow song. You are dressed to kill, you smell great, the mood is exciting.

ALL GIRLS in the room want to kiss you.

EVENT MARKETING

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Characteristics of the job

No typical track record or

training

Service professional

Long hours

Periods of stress

Pressure (time, contents,

budget, creativity)

80% administration &

organisation

Low starting salaries

Long-term investment

Varied & interesting

Dynamic

Meeting & discovering people

Exchanges

Travel

Creativity

Fulfillment

Unforgettable moments

Work atmosphere

Languages & culture

+_

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Activities

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Activities (typical flow)

Budget closing

& finances

Client de-

briefing

Future

congresses

Briefing

Analysis

Creation/Concept

Venue Search

Proposal

Presentation

Site visit

Hotel

Food &

beverages

Transport

Production

Welcome

Lists

Communication

Client reports

Presence on-

site

Construction/dis

mantling

Briefings

"Conductor"

Theming

Supplier

management

Staff

management

Request/Proposal Implementation Operation Post-event

Client contact, suppliers, staff

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Budget closing

& finances

Client de-

briefing

Future

congresses

Briefing

Analysis

Creation/Concept

Venue Search

Proposal

Presentation

Site visit

Hotel

Food &

beverages

Transport

Production

Welcome

Lists

Communication

Client reports

Presence on-

site

Construction/dis

mantling

Briefings

"Conductor"

Theming

Supplier

management

Staff

management



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Request / Proposal

Client briefs supplier

Analysis & research of the needs

What are the objectives of the meeting? The targets?

Come up with a concept & creativity

Define a theme

Plan (venue, welcome, catering, atmosphere, etc.)

Budget

Legal / contractual conditions

Presentation to client

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Budget closing

& finances

Client de-

briefing

Future

congresses

Briefing

Analysis

Creation/Concept

Venue Search

Proposal

Presentation

Site visit

Hotel

Food &

beverages

Transport

Production

Welcome

Lists

Communication

Client reports

Presence on-

site

Construction/dis

mantling

Briefings

"Conductor"

Theming

Supplier

management

Staff

management



Strategic objectives

Budget

Results

Service

Additional value

Organisation

Fees

Client ROI

Suppliers

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Implementation – organisation of the congress

Client Organiser

Production

Quality

Difference

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Activities - implementation

Budget

Programme

Action Plan & milestones

"Running order”

Organigram

Minutes of meetings

Implementation plan, evacuation plan

Visuals, designs, samples

Correspondence

Briefings

Staff planning, build-up, rehearsals

Lists

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Budget closing

& finances

Client de-

briefing

Future

congresses

Briefing

Analysis

Creation/Concept

Venue Search

Proposal

Presentation

Site visit

Hotel

Food &

beverages

Transport

Production

Welcome

Lists

Communication

Client reports

Presence on-

site

Construction/dis

mantling

Briefings

"Conductor"

Theming

Supplier

management

Staff

management



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Activities - operation

Build-up, installation

Supplier briefings, staff briefings, access planning

Production meetings

Installation

Technical inspection, security

Supplier management

Verification, corrections, adaptations, changes

Fine-tuning

Rehearsals

Cleint relationship management

And then… the event

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Budget closing

& finances

Client de-

briefing

Future

congresses

Briefing

Analysis

Creation/Concept

Venue Search

Proposal

Presentation

Site visit

Hotel

Food &

beverages

Transport

Production

Welcome

Lists

Communication

Client reports

Presence on-

site

Construction/dis

mantling

Briefings

"Conductor"

Theming

Supplier

management

Staff

management



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Activities – Post-event

Dismantling

Budget closing & finances

Accounting

Disputes

Thank-you's

Statistics

Debriefing with the client

Debriefing with the suppliers

Future events

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A typical day in the office…

Office

- Planning, closing,

accounting, proposal, budget,

team meetings,

brainstorming, etc.

Congress

Site inspection

Client meeting

Supplier meeting

Travel

Professional training

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Working hours

Office

Event

Travel

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Career

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Career

Project Manager

Department Manager (Abstracts, Registration, Hotels, Social Events…)

Project Assistant

Project Director

Account Director

Department Head

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Q & A

Thank you!

[email protected]

Flf warsaw2010 jsleijster

Business

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