Professional Documents
Culture Documents
Arrangements & Events
and Meeting Management
PRESENTED BY:
Berania, Juan Jaime
Gavilan, Eloisa S.
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Travel
I guess everyone wants to travel. Today we are going to discuss more on about travel management. First let us know
what is travel?
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Travel is defined as the physical transformation of one place to
another for tour, business, leisure, excursion and so on. Travel industry is
a evergreen industry because people won't stop travelling as they are
into business and tour, thus it becomes the sustainable industry. Now a
days loots of travel agencies are available and even we can plan our
itinerary or book a ticket by sitting in our home itself through internet.
Travel includes all sorts of transportation like aero plane, train, bus ship
and so on. Travelling is the essential segment of people life.
Read the slide
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Main Purpose
Making travel arrangements
is to get your boss to his or her
destination and back home
again as smoothly as possible
Safety is the best thing to consider first.
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Some basic aspects of making arrangement:
• What is the purpose of the trip
• What are the desired departure and return times and dates
• What is the point – by – point itinerary
• Will the boss be travelling alone, or will other staff members or family members be
travelling along?
• What type of transportation does your boss desire? What is the best means of
transportation available at that particular destination? If you're not sure, a travel agent
may help you with some of this information even if arrangements are ultimately not
made through the agency.
• What is the lodging facility closest to the activities of the trip? If your boss
appointments are scattered throughout the city, perhaps a downtown hotel or an
airport hotel or motel would be preferred.
Here are some basic aspects… continue reading the slide
. You have to know the purpose of the trip, if it is a business trip, a leisure or vacation only.
. Knowing the dates is important so that you can book the trip
. Itinerary is a detailed plan for a journey, especially a list of places to visit; plan of travel. a line of travel; route. an
account of a journey; record of travel.
. Read the slides
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Hotel Reservations
• Reservation by phone or internet
• Information required: name, address, phone number, type accommodation,
contact person name
• Hotel reservation deadline
• Use travel agency if you can’t make a reservation based on your boss choice
Accommodation is one of the thing to be consider in arranging a travel. Booking ahead of time is important so that there
will be no hassle.
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Transportation Reservations
Internet Phone
Booking a travel can be done online or over the phone.
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Using a Travel Agency
A Competent agency can provide a host of services. It can recommend
hotels and make reservation;
• Make airline, ship, and rail reservations;
• Take advantage of special fares you may not be aware of; issue ticket.
• Make car rental reservations; assist in securing passport and visas.
• Provide tickets to shows, the theater, sporting events, or a special event
occurring in one or more of the cities on the itinerary.
• Mail all these tickets and reservation information directly to you.
Having a travel agent arrange your trip is much more convenient than doing it by yourself. You can choose which travel
agency you will contact. Some offers great deals and promos that you can’t get if you are just personally booking in a
certain place.
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Arranging Personal Booking
Whether you are booking an exotic vacation or business trip, making travel
arrangements can be a chore. It takes time to find the best prices and coordinate
logistics through each step of your journey. Thankfully, there are numerous resources on
the Internet where simultaneous booking of flights, rental cars and hotels is easy. It may
take a bit of planning, but making the correct travel arrangements before leaving is one
more way to ensure a smooth trip.
Contrary to the booking with travel agent, arranging personal booking is much hassle. You have to personally make the
reservations, arrange the payment to different people. But there some resources that can help us out to carry out task
much easier.
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Events Management
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1. Define goals and objectives jf1
jf2
Before jumping right into the logistics like venue or speakers, you should spend time identifying
the purpose and reason for planning this event
.
2. Establish an event budget
Creating a budget is an essential early step in event planning that helps to clarify other aspects
of your plan. Additionally, establishing a budget helps to avoid unwanted surprises (like running out
of money for decor, etc.). You will be more successful if you map out your entire budget in advance,
continue to update as you finalize variables, and stay very close to the process.
Based on your high‐level budget and initial scope of needs. You should begin to map out your
line item costs to gain an understanding of how your budget will be dispersed across your needs.
1. it is important to know the main purpose of the event, so that it is easy for the team to came up with the theme and
things to consider for the preparation
2. the budget will help you to consider the materials needed for the preparation. if the budget is low you have to adjust
and find alternative material to be used
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Slide 11
jf1 1. it is important to know the main purpose of the event, so that it is easy for the team to came up with the theme and things to consider for
the preparation
jay frane, 11/23/2021
jf2 the budget will help you to consider the materials needed for the preparation. if the budget is low you have to adjust and find alternative
material to be used
jay frane, 11/23/2021
3. Build your events team
For small events, you may personally be handling many or all of the tasks discussed in
this section. However, for large events, it takes an organized team to execute the
production.
If you are building a team from the ground up, it’s important to designate roles early
on to ensure accountability. All members of the team should report into a project manager
who has visibility across all of the moving pieces.
Having a team that assigned to each department in preparation will help you to carry out a smooth preparation and have
a successful event.
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Building the ultimate event team
Project Manager
Oversees all of the moving pieces described below, this person is ultimately responsible for the
execution of the event. Manages the budget. Drives strategy. Makes top‐level purchasing decisions.
Venue/show floor
This person is the main contact for the venue, the vendors, the sponsors while on‐site, and the
onsite volunteers and staff: security, photography and food/beverage. They remember everyone’s
name, and they know where all the outlets are.
The event team composed of the following
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Building the ultimate event team
Scheduling
This person leads agenda development, work with speakers, and makes sure the schedule is
up‐to‐date and communicated to the right parties. Your scheduling guy coordinates meetings
at the event, and he lives to make attendees into successful networkers.
Creative design
Creative designers put together all visual design for printed and web materials like schedules,
collateral, registration and signage, and anything needed for the mobile event app. To break
it down: they make you look good. You may want to work with an event design agency.
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Building the ultimate event team
Marketing and Communications
This person or team makes the right people aware of the event, create offers and timing strategy
to boost registration, oversee branding, communicate with registrants, coordinate social media
amplification and media relations, and send and measure follow‐up materials. Oh, and they’re
just nuts for measurable performance.
This team makes sure a guest has everything he needs to get the most out of the event, from
maps, schedules, speaker info, and how to network. They build out and update the mobile event
app.
Registration and Check‐In
These folks own registration setup, work with a software provider, produce and manage
badges, generate reports, and make sure the registration process (pre‐event and during the
event) is running smoothly.
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Building the ultimate event team
Sponsorships
This team member works to map out booth spaces, sell sponsorship
opportunities, maintain relationships with sponsors, and explore community
organization relationships. They have killer timing and great people skills.
If you are setting up a non profit event, it is good to have an sponsor. Setting up an event with no budget is very
challenging. It requires time and money.
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4. Pick your venue and date
Choosing your venue and date for your event are two major considerations that will shape the
rest of your project plan. Start researching venues as early as possible. The event marketplace is
crowded, so finding a time when there will be venue availability is important. When deciding on
a venue, you’ll also have to consider dates for your location based on seasonal factors like travel
and costs.
5. Develop event branding
From the event name and theme to the event website design and on‐site look and feel – your
event’s branding sets the tone for your event. When people think of your event, you want a
strong personality to shine. Additionally, a strong event brand provides a vision and helps to
steer the direction of your event.
You have to get to know when the event will be held to know how much time for the preparation is needed and the
manpower that will be used to prepare the venue and organize the event
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When thinking of event branding, it typically includes:
•Event name. The first crucial step, your event’s name is the first thing attendees will see, so
you want it to reflect your vision for the event.
•Theme. A name alone can’t tell the whole story. Often events will create a theme to tie the
event together.
•Logo, colors, typography. There should be consistency across all marketing touchpoints.
•On‐site decor, email, signage, and more. While every touchpoint doesn’t need to be
hyper‐branded. Individual elements should come together to support the story you are
telling.
It is part of the event management since it will help you make the event more interesting and appealing to those who
will be invited to join the event
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6. Plan your program
Set your agenda as early as possible! Is there a keynote speaker? Will there be an extra day or
evening planned just for your sponsors? Will there be a single “track” of workshops and talks, or
will attendees have the choice to choose between multiple sessions at a given time? As you
answer these preliminary questions, you can begin to build a high‐level view of your event
program.
Other Considerations
In addition to the core event program, there are a number of other program aspects to think
about. If your event is a full day or multiple day event, you should also think about planning:
•Food and Beverage. Will you be providing lunch or snacks?
•Ancillary events like happy hours, networking opportunities, or wellness activities?
•Entertainment. Will the event conclude in a celebration or party?
That’s why you should plan accordingly to have a successful event.
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7. Confirm sponsors, exhibitors, and speakers
If you’re hosting a large scale event, you’ll most likely want to get others involved to offset
costs and showcase multiple voices from the industry. Speakers, sponsors, and exhibitors are
common ways to add value for your attendees and can offset costs
Speakers
If your event is session‐based, you’ll need to identify speakers for each session. Here are two
ways to add speakers:
• CALL FOR SESSION SUBMISSIONS
• PERSONALLY INVITE SPEAKERS
7. They are the person that will give spice to the event. Sponsor for the giveaways, exhibitors for intermission# and
speakers to relay the message.
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Sponsors
Before reaching out to potential sponsors, take the time to create sponsorship packages.
Your packages should offer varying levels of cost and benefit. In addition to standard sponsor
packages, don’t be afraid to get creative and offer unique sponsorships like:
•A sponsored lounge
•A wifi and phone charging station
•Event App sponsorship
•Or wellness activity sponsorship
Think about the activities and tools your attendees are eager for and bring value to the
event.
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8. Identify and select your tech tools
Technology is improving the event space for both organizers and event‐goers. When
mapping out your next event, you’ll want to identify your technology needs and
implementation timelines. Certain technologies will need to be implemented far before the
event, while others can hold off until closer to the big day(s).
9. Create a marketing and promotional plan
Every successful event has a marketing and promotion plan to spread the word and drum up
excitement. But where do you start? There are many different ways to go about marketing
your event – social media and blogging to online advertising and even billboards – but
whatever you do choose, each tactic should a strategic element of your marketing plan.
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10. Determine your measurement
How will you measure the success of your event? You should begin to think of the ways you’ll
evaluate your event far before it takes place. A good place to start is with the goals and
objectives you identified in step one.
At the end of the event you can ask out surveys to the event goers. It will help you find certain things that requires room
for improvement
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Meeting
Management
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Meeting management is the process
• Planning and booking the meeting
• The ability to manage meetings effectively and get results. According to studies
conducted, about 30% of the work time of an average employee is spent in meetings.
Meeting is very important specially during crucial times, if business is going up and even if it is going down
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Why Meeting Management is in
IMPORTANT
Good meeting management skills also ensure valuable contribution by all team
members, which helps in finding the optimum solutions for issues at hand. Meeting
management also plays an important role in improving communication, interpersonal
relationships, teamwork, as well as employee morale and satisfaction.
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Planning Effective Meetings
Meeting management tends to be a set of skills often overlooked by leaders and
managers. The following information is a rather "Cadillac" version of meeting
management suggestions. The reader might pick which suggestions best fits the
particular culture of their own organization. Keep in mind that meetings are very
expensive activities when one considers the cost of labor for the meeting and how much
can or cannot get done in them. So take meeting management very seriously.
Just read the slide
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Selecting Participants
· The decision about who is to attend depends on what you want to
accomplish in the meeting. This may seem too obvious to state, but it's
surprising how many meetings occur without the right people there.
· Don't depend on your own judgment about who should come. Ask several
other people for their opinion as well.
· If possible, call each person to tell them about the meeting, it's overall
purpose and why their attendance is important.
· Follow-up your call with a meeting notice, including the purpose of the
meeting, where it will be held and when, the list of participants and whom to
contact if they have questions.
· Send out a copy of the proposed agenda along with the meeting notice.
· Have someone designated to record important actions, assignments and due
dates during the meeting. This person should ensure that this information is
distributed to all participants shortly after the meeting.
Read the slides
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Developing Agendas
∙ Develop the agenda together with key participants in the meeting. Think of what overall
outcome you want from the meeting and what activities need to occur to reach that outcome.
The agenda should be organized so that these activities are conducted during the meeting.
In the agenda, state the overall outcome that you want from the meeting
∙ Design the agenda so that participants get involved early by having something for them to do
right away and so they come on time.
∙ Next to each major topic, include the type of action needed, the type of output expected
(decision, vote, action assigned to someone), and time estimates for addressing each topic
∙ Ask participants if they'll commit to the agenda.
∙ Keep the agenda posted at all times.
∙ Don't overly design meetings; be willing to adapt the meeting agenda if members are making
progress in the planning process.
∙ Think about how you label an event, so people come in with that mindset; it may pay to have
a short dialogue around the label to develop a common mindset among attendees, particularly
if they include representatives from various cultures.
Before sending out notice for the meeting, you need to set the agenda so that participants can prepare for ideas,
explanation, and reports
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Opening Meetings
· Always start on time; this respects those who showed up on time and
reminds late-comers that the scheduling is serious.
· Welcome attendees and thank them for their time.
· Review the agenda at the beginning of each meeting, giving participants
a chance to understand all proposed major topics, change them and
accept them.
· Note that a meeting recorder if used will take minutes and provide them
back to each participant shortly after the meeting.
· Model the kind of energy and participant needed by meeting
participants.
· Clarify your role(s) in the meeting.
Read the slide
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Establishing Ground Rules for Meetings
You don't need to develop new ground rules each time you have a meeting,
surely. However, it pays to have a few basic ground rules that can be used
for most of your meetings. These ground rules cultivate the basic
ingredients needed for a successful meeting.
Example of ground rules in meeting is putting your phone in silent mode. This will avoid disturbance to the meeting. Can
you also give any example of ground rules?
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Time Management
Make sure to get straight to the point or agenda in having a meeting. Remember that even on meeting it should be
productive hours since it is part of the working hours
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Evaluations of Meeting Process
∙ It's amazing how often people will complain about a meeting being a complete waste of
time ‐‐ but they only say so after the meeting. Get their feedback during the meeting when
you can improve the meeting process right away. Evaluating a meeting only at the end of
the meeting is usually too late to do anything about participants' feedback.
∙ Every couple of hours, conduct 5‐10 minutes "satisfaction checks".
∙ In a round‐table approach, quickly have each participant indicate how they think the
meeting is going.
It is important to have open conversation to raise up questions, clarification and also gather ideas that will help the
meeting become productive
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Evaluating the Overall Meeting
· Leave 5-10 minutes at the end of the meeting to evaluate the meeting;
don't skip this portion of the meeting.
· Have each member rank the meeting from 1-5, with 5 as the highest, and
have each member explain their ranking
· Have the chief executive rank the meeting last.
Closing Meetings
· Always end meetings on time and attempt to end on a positive note.
· At the end of a meeting, review actions and assignments, and set the time
for the next meeting and ask each person if they can make it or not (to get
their commitment)
· Clarify that meeting minutes and/or actions will be reported back to
members in at most a week (this helps to keep momentum going).
Read the slide
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Thank You!!
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