This presentation explain how an event coordinator manages Attendees services, Special events and Food & Beverages. Very useful for event mgmt students as well as event mgmt professionals

1. Event Coordination by BORNALI DAS

2. Event Coordination by BORNALI DAS
EVENT MANAGEMENT
Event Coordination

3. Attendees services,
Special events and
Food & Beverages.

4. Event Coordination by BORNALI DAS
DETERMINING ATTENDEES' NEEDS
 The list of attendees need is limitless.
 The place to start is with a familiarization exercise for attendees. Its object is to
prepare a group profile by listing everything you know about your actual or
potential attendees.
 A questionnaire is useful in this respect and can be sent to attendees prior to the
meeting.
 Provide some incentive for recipients to complete the questionnaire and return it
with their registration forms, such as gift subscriptions to trade magazines, tickets
for a free drink, or a discount on the registration fee.

5. Event Coordination by BORNALI DAS
 The questionnaire can cover such things as where they are from; religion;
nationality; values; levels of sophistication; level of knowledge or expertise
regarding the conference subject; if children or spouses will accompany them; if
special diets, special needs or interpretive services will be needs; if they are used
to luxury; and a litany things.

6. Event Coordination by BORNALI DAS
HOUSING
 Housing arrangements can be handled by your staff, within the hotel, as a service
of the convention and visitors bureau, or through an independent meeting/event
management company.
 Each type has its policies, systems, and fees. You will have to do some investigating
to determine if your budget allows for this service and which system fits your
attendees' and organization's needs best.
 The larger the group, the more complicated the process, because there may be two
or more hotels involved, with different rates and of varying quality as well as
different policies for cancellations and changes

7. Event Coordination by BORNALI DAS
Guest/sleeping rooms can be reserved for the
attendee in several ways:
 The attendee reserves a sleeping room by mailing to the hotel the completed hotel
room reservation card (furnished by the hotel) or from (furnished by the
meeting/event sponsor) the hotel's housing bureau processes reservations from
your group and provided you with a housing report.
 A room list is prepared in advance by the coordinator for staff, VIPs, speakers, and
others not responsible for their own reservations.
 The attendee completes a hotel room reservation from a: the same time and on the
same form used for conference registration and sends it to your office or to an
address designated by you. The housing room reservation can be processed by
someone on your staffer by a professional housing bureau whose services you
have contracted. A room list is then to the hotel.
 The attendee completes a hotel room reservation forms and sends it to housing
bureau, which may bureau may or may not charge a fee for this service.

8. Event Coordination by BORNALI DAS
ATTENDEES' SERVICES TIPS
 Particularly for association meetings, host committees are usually very eager to
welcome attendees to their city and to assure that they have a wonderful time.
 Give committee members ribbons or buttons to make them easily identifiable to
attendees.
 Point out members of the host committee in your pre-conference materials and at
the opening session.
 Let them help with crowd control and movement, local information, airport
greetings-all areas that are hospitality related.

9. Event Coordination by BORNALI DAS
MESSAGE AND INFORMATION CENTERS
 An information booth can provide the answer to a multitude of attendees'
questions and problems, especially if you place it in a location easily accessible to
the attendee and staff if with helpful, knowledgeable people and useful materials.
 In addition, the booth can serve as a message center and lost-and-found area.
 Expanded services might include car rental and airline reservations. It should be
equipped with a telephone, message pads, pens, local maps, restaurant guides,
general tourist information, and general conference information.

10. Event Coordination by BORNALI DAS
PUBLICATIONS CENTERS
 A publications center, also offering souvenirs of sponsor-imprinted items, is a
Service many attendees appreciate.
 It can also be a revenue producer for the organization.
 If you do get into the retail business, you must fulfill state and local requirements
for the collection and payment of sales tax

11. Event Coordination by BORNALI DAS
SIGNS
 When planning your signs, take a walk around and evaluate the need, placement,
format, and safety issues.
 If you have large crowds, you may need to place signs up very high-even hang
them from the ceiling.
 It is not inappropriate to consider signs on sticks held high above the crowds.
 The point is, if you need signs, being sure they are useful to those for whom they
are meant.
 Hotels and convention centers are more frequently adding small electronic signs
outside meeting rooms to identify the group or session.
 They serve small groups well and eliminate the hazard and unsightliness of easels.
 I welcome the demise of cardboard signs on unsightly easels. It is also important to
consider the size of lettering on signs.

12. Event Coordination by BORNALI DAS
INFORMATION FOR ATTENDEES
 Attendees are significantly less experienced with the conference agenda, facility,
policies, and procedures than you are.
 It is important to have informative, well-designed materials.
 This information can be in one major piece or in several mailings timed to meet the
attendees' need to have the information.
 It is appropriate to repeat the information in on-site materials as well.

13. Event Coordination by BORNALI DAS
 Many coordinators provide first-day orientation sessions and, more frequently.
First-timer sessions for attendees.
 This level of consideration to attendees is notable. But even here you don't want
two or three boring speeches.
 Have small groups at round table with a "host" to discuss the conference and
identify its goals, the agenda, registration procedures (if they haven't yet
registered), attire, transportation, hotel floor plan, location of sessions, or local
(nearby) activities.
 This is also a great opportunity for newcomers to meet others in the same
situation.
 The goal is to make attendees feel so comfortable and secure that they will come
back next year.

14. Event Coordination by BORNALI DAS
SPECIAL SERVICES FOR SPECIAL PEOPLE
 Every meeting has a variety of special attendees-the officers, board of directors,
speakers, special guests, honorees, award recipients, high government officials,
press, and, don't forget, the staff.
 Each of these deserves some special considerations and each organization should
decide how to treat them personally or as a group.
 But of critical importance is this group's need for more detailed briefings on the
meeting functions, the location of rooms, restrooms, time of appearance, and
introductions to other very important people.
 Put a special ribbon on their badge so everyone knows they are a very important
pan of the event.
 A personal welcoming note is an inexpensive, but appreciated, touch. If your
budget allows, have refreshments, flowers, or a small gift put in their rooms.
 Be particularly attentive to VIPs' personal preferences; for example, don't serve
wine to person who objects to alcoholic beverages.

15. Event Coordination by BORNALI DAS
 If complimentary rooms are available, provide them to special guests, or upgrade
their rooms to suites.
 Certainly, meals should be provided if they are your guest.
 Also tactfully let them know whether there are restrictions on what they may
spend or how they may travel.
 If possible, provide airport pickup, trip from pickup to actual delivery to their
room, so that you do not lead them down a wrong corridor or find their room dirty
or, worse, occupied.

16. Event Coordination by BORNALI DAS
 For groups like the press, individual treatment may not be appropriate, but
amenities such as additional computer ports, telephones, and coffee will make
them feel welcome.
 An extra touch might be small press-size notepads with your logo imprinted on the
cover.
 Members of the press attend conferences hoping to conduct interviews with VIPs
and get an edge on newsworthy stories.
 Their goal is rarely to promote your organization, so don't expect the
unreasonable. Supplement their press kits with newsworthy information that is
correct and easy-to-use information should it be needed.