FLF 2010

2. 2
Professional
Congress Organiser -
a job for you!
Jurriaen Sleijster
Executive Vice President MCI
20 April 2010

3. 3
Contents
1. About MCI , about me
2. Professional Congress Organiser - a job for you
3. Activities
4. Career
5. Q & A

4. 4
About MCI

5. MCI
is a globally integrated association, communications
and event management company.
We are the thought-leaders in building community
around brands, products, services, companies and
institutions.
5

6. A Global Partner
38 offices
20 countries
6

7. What We Do
GM by type of service
7

8. 8
About me

9. 9
About me…
 Dutch, living in Switzerland
 Executive Vice President at MCI
 Meetings Industry since 22 years
 ICCA Board
 MPI Member
 Active supporter of FLF

10. 10
Professional congress
organiser - a job for you!

11. 11
Métier

12. 12
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

13. Sales person
13
Event organiser
Analyst Project Manager
Consultant
Tailor
Trendsetter
Organiser

14. 14
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

15. 15
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

16. 16
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
+_

17. 17
Activities

18. 18
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

19. 19
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

20. 20
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

21. 21
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

22. Strategic objectives
Budget
Results
Service
Additional value
Organisation
Fees
Client ROI
Suppliers
22
Implementation – organisation of the congress
Client Organiser
Production
Quality
Difference

23. 23
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

24. 24
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

25. 25
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

26. 26
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

27. 27
Activities – Post-event
 Dismantling
 Budget closing & finances
 Accounting
 Disputes
 Thank-you's
 Statistics
 Debriefing with the client
 Debriefing with the suppliers
 Future events

28. 28
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

29. 29
Working hours
 Office
 Event
 Travel

30. 30
Career

31. 31
Career
Project Manager
Department Manager (Abstracts, Registration, Hotels, Social Events…)
Project Assistant
Project Director
Account Director
Department Head

32. 32
Q & A

33. Thank you!
jurriaen.sleijster@mci-group.com