Task of Day 34

Task 1: Event Management- complete procedure

Six months before the event

 The theme of the event is chosen as “Annual get together – 2021”

 Establish a team by selecting individual chairpersons for subcommittees
 Consider cost estimates and create a budget.
 Select a date, identify the perfect venue and negotiate with the authorities to get the best price
before confirming it
 Identify the means of promotion
 Select and confirm speakers/presenters/entertainers

Four months before the event

 Determine VIPs and create RSVP tracking document.

 Finalize presentation/Speech topics by communicating with speakers/ presenters
 Request speakers bio-information and photo
 Make travel and accommodation arrangements
 Have legal review contracts, obtain signatures as appropriate etc.
 Confirm venue
 Investigate need for any special permits, licenses, insurance etc
 Review security needs with the venue manager
 Draft promotional content and event script
 Create event page on website

Two months prior to event

 Send reminders to contact list regarding registration and participation

 Confirm travel and accomodation details
 Request copy of speeches or presentations
 Post the promotional content and agenda on website and other social media platforms

One – Two weeks ahead

 Schedule a meeting with all subcommittee chairs to ensure all the arrangements go in line with
the standards set.
 Finalize event script
 Brief hosts, greeters, volunteers about their event duties and timelines
 Finalize seating arrangements
 Provide final order to caterers
 Make print of any speeches, videos, presentations etc.

One day ahead

 Ensure all signage is in place

 Take care of on-site planning
  Ensure registration and media tables are prepared and stocked with necessary items
 Ensure all promotional items are on-site

Event day

 Appoint someone to arrive early to attend to important event details

 Ensure I have copies of all instructions, directions, phone numbers, keys, parking permits for VIP
guests, seating charts and guest list
 Coordinate with each committee chair to ensure that their team is on track
 Place water for speakers in appropriate place. Bring an emergency kit.

Post event

 Send thank you letters to speakers/ presenters, Partners, Volunteers, teams, attendees etc.
 Conduct a survey to know the areas of improvement
 Gather all receipts, documents, and final attendance data and update budget.
 Keep a record of interested attendees.

Task 2: Conference management-steps involved

 The theme is decided as “ Digitalization in HR”

 Assemble the best team for each subcommittees
 Prepare a budget
 Find sponsors and grants
 Settle on a date
 Book a venue
 Arrange the right technology
 Arrange catering services
 Line up speakers
 set up an agenda
 Promotion
 Start registration
 On – site planning
 Host the conference and make sure the event starts on time
 Send thank you messages to everyone involved
 Conduct surveys and collect feed back
 Keep track of interested parties for the future

Brief introduction of the topic

In today’s fast paced world, techno chauvinism plays an important role and it reflects in every field.
The same is applicable to HR department also and now a days the tasks of an HR is made easier and
simplified by various related software. These software are not only user friendly but also help us to save
time and effort while maintaining documents and recruiting the right talents highlighting the need
digitalization in HR.
Task 3: Travel arrangements

Travel plan:

Date of travel: August 13, 2021

No: of investors going along with him = 2

Date of conference 1: August 14, 2021

Date of conference 2: August 15, 2021

Potential client meeting date: August 16, 2021

Date of returning journey: August 16, 2021

First I will have a talk with Mr. Bing to know his preferences about his return date booking, the flight, the
travel class, his seating preference, the hotel he wishes to stay and the sort of transportation outside the
airport

Travel Itinerary

August 13, 2021

1.00 pm: Ola cab will come to the office to drive him to the airport

2.00 pm: Arrives at the airport

5: 30 pm: Flight will depart

8: 30 pm: Reaches destination

9: 30 pm: After check out, Ola cab will be arranged to pick him up to Hotel Ramada

10.00 pm: Hotel Check-in

August 14, 2021

10.00 am: Ola cab will be arranged to pick him up

10: 20 am: Reaches the conference venue

11: 00 am: Meeting starts

3: 00 pm: Meeting ends

3: 30 pm: Cab will arrive to drive him to the hotel

August 15, 2021

10.00 am: Ola cab will be arranged to pick him up

10: 20 am: Reaches the conference venue

11: 00 am: Meeting starts

3: 00 pm: Meeting ends

3: 30 pm: Cab will arrive to drive him to the hotel

August 16, 2021

10.00 am: Ola cab will arrive to pick him up

10: 30 am: Reaches the client venue

11: 00 am: Meeting with client

1: 00 pm: Meeting ends

1: 15 pm: Cab will arrive to drive him to the hotel

3.00 pm: Cab will drive him to the airport

3: 30 pm: Reaches airport

7: 00 pm: Flight will depart

10.00 pm: Arrives at the destination

11: 00 pm: The cab will arrive to drive him to the airport.

Task 4: Taking minutes

Factors need to be considered while writing minutes

 Date and time of the meeting

 Name of the participants and absentees
 Corrections and changes to the previous meeting minutes
 Additions to the minutes if any
 Actions taken or rejected
 Whether a quorum is present
 Net steps
 Items to be held
 New business
 Net meeting date and time
 Time of ending

Meeting minutes

Location: Office Conference Hall, IIA International

Date: July 26, 2021

Time: 11.00 am

Attendees: Mr. Ahmed, Mr. Bing, Mr. Francis, Ms. Grace, Ms. Janice, Ms. Clare
Absentees: Mr. Arun, Mr. Joli

Minutes to be noted:

Open Issues: The company performance was evaluated and found that it’s not up to the mark.

Measures approved: Employee performance plan needs to be developed

Suggested by: Mr. Bing

Approved by: all involved

New business:

The net meeting will discuss about employee engagement

Adjournment:

Meeting was adjourned on time by Ms. Grace.

Next meeting:

The next meeting will be held on August 5, 2021 at Meeting room in IIA International.