2
Professional
Congress Organiser -
a job for you!
Jurriaen Sleijster
Executive Vice President MCI
20 April 2010
3
Contents
1. About MCI , about me
2. Professional Congress Organiser - a job for you
3. Activities
4. Career
5. Q & A
4
About MCI
MCI
is a globally integrated association, communications
and event management company.
We are the thought-leaders in build...
A Global Partner
38 offices
20 countries
6
What We Do
GM by type of service
7
8
About me
9
About me…
 Dutch, living in Switzerland
 Executive Vice President at MCI
 Meetings Industry since 22 years
 ICCA Boa...
10
Professional congress
organiser - a job for you!
11
Métier
12
What's their backgound?
 Hotel school
 Tourism
- Travel agent, Tourist Office, airline
 Marketing & communication
- ...
Sales person
13
Event organiser
Analyst Project Manager
Consultant
Tailor
Trendsetter
Organiser
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'...
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 h...
16
Characteristics of the job
 No typical track record or
training
 Service professional
 Long hours
 Periods of stres...
17
Activities
18
Activities (typical flow)
 Budget closing
& finances
 Client de-
briefing
 Future
congresses
 Briefing
 Analysis
...
19
Activities (typical flow)
 Budget closing
& finances
 Client de-
briefing
 Future
congresses
 Briefing
 Analysis
...
20
Request / Proposal
 Client briefs supplier
 Analysis & research of the needs
 What are the objectives of the meeting...
21
Activities (typical flow)
 Budget closing
& finances
 Client de-
briefing
 Future
congresses
 Briefing
 Analysis
...
Strategic objectives
Budget
Results
Service
Additional value
Organisation
Fees
Client ROI
Suppliers
22
Implementation – or...
23
Activities - implementation
 Budget
 Programme
 Action Plan & milestones
 "Running order”
 Organigram
 Minutes of...
24
Activities (typical flow)
 Budget closing
& finances
 Client de-
briefing
 Future
congresses
 Briefing
 Analysis
...
25
Activities - operation
 Build-up, installation
 Supplier briefings, staff briefings, access planning
 Production mee...
26
Activities (typical flow)
 Budget closing
& finances
 Client de-
briefing
 Future
congresses
 Briefing
 Analysis
...
27
Activities – Post-event
 Dismantling
 Budget closing & finances
 Accounting
 Disputes
 Thank-you's
 Statistics
 ...
28
A typical day in the office…
 Office
- Planning, closing,
accounting, proposal, budget,
team meetings,
brainstorming, ...
29
Working hours
 Office
 Event
 Travel
30
Career
31
Career
Project Manager
Department Manager (Abstracts, Registration, Hotels, Social Events…)
Project Assistant
Project D...
32
Q & A
Thank you!
jurriaen.sleijster@mci-group.com
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  1. 1. 2 Professional Congress Organiser - a job for you! Jurriaen Sleijster Executive Vice President MCI 20 April 2010
  2. 2. 3 Contents 1. About MCI , about me 2. Professional Congress Organiser - a job for you 3. Activities 4. Career 5. Q & A
  3. 3. 4 About MCI
  4. 4. 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
  5. 5. A Global Partner 38 offices 20 countries 6
  6. 6. What We Do GM by type of service 7
  7. 7. 8 About me
  8. 8. 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
  9. 9. 10 Professional congress organiser - a job for you!
  10. 10. 11 Métier
  11. 11. 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
  12. 12. Sales person 13 Event organiser Analyst Project Manager Consultant Tailor Trendsetter Organiser
  13. 13. 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
  14. 14. 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
  15. 15. 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 +_
  16. 16. 17 Activities
  17. 17. 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
  18. 18. 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
  19. 19. 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
  20. 20. 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
  21. 21. Strategic objectives Budget Results Service Additional value Organisation Fees Client ROI Suppliers 22 Implementation – organisation of the congress Client Organiser Production Quality Difference
  22. 22. 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
  23. 23. 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
  24. 24. 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
  25. 25. 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
  26. 26. 27 Activities – Post-event  Dismantling  Budget closing & finances  Accounting  Disputes  Thank-you's  Statistics  Debriefing with the client  Debriefing with the suppliers  Future events
  27. 27. 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
  28. 28. 29 Working hours  Office  Event  Travel
  29. 29. 30 Career
  30. 30. 31 Career Project Manager Department Manager (Abstracts, Registration, Hotels, Social Events…) Project Assistant Project Director Account Director Department Head
  31. 31. 32 Q & A
  32. 32. Thank you! jurriaen.sleijster@mci-group.com
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