Meeting Architecture


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  • Meeting Architecture

    1. 1. MEETING ARCHITECTURE Arnauts & Partners Ltd
    2. 2. Meetings From training (CME) to a full blown congress over Board meetings and others
    3. 3. In Belgium
    4. 4. Or abroad
    5. 5. Our services: from start to completion Event Conception Pre-event Management On-site Management Post-event Evaluation <ul><li>Objectives </li></ul><ul><li>Target groups </li></ul><ul><li>Activities </li></ul><ul><li>Strategy and communication </li></ul><ul><li>Meeting budget </li></ul><ul><li>Negotiation with </li></ul><ul><ul><li>venues, hotels, transportation, A/V & catering </li></ul></ul><ul><ul><li>agencies, speakers, local suppliers </li></ul></ul><ul><li>Full responsibility for a flawless execution </li></ul><ul><li>From the pick-up at the airport until the participants are on their way home again </li></ul><ul><li>Post-evaluation and return on investment calculation (if appropriate) </li></ul><ul><li>Transparent budget follow-up and reconciliation </li></ul>Together with the client
    6. 6. Event conception
    7. 7. Objectives <ul><li>Start ahead of time </li></ul><ul><li>Set the objectives </li></ul><ul><ul><li>S pecific </li></ul></ul><ul><ul><li>M easurable </li></ul></ul><ul><ul><li>A ttainable </li></ul></ul><ul><ul><li>R elevant </li></ul></ul><ul><ul><li>T ime-based </li></ul></ul>
    8. 8. Target group <ul><li>Who do we want to communicate to? </li></ul><ul><li>What are the messages? </li></ul><ul><li>What does work? </li></ul><ul><li>When is the most favorable period? </li></ul><ul><li>Where is the most appropriate location? </li></ul><ul><li>How long should the meeting be? </li></ul>
    9. 9. Activities <ul><li>Straight meeting/congress/exhibition </li></ul><ul><li>Meeting with exhibition </li></ul><ul><li>Social event(s) </li></ul><ul><li>Cultural activities </li></ul><ul><li>Team building </li></ul><ul><li>Ancillary program (spouces) </li></ul><ul><li>Other </li></ul>
    10. 10. Strategy and communication <ul><li>Integrated strategy </li></ul><ul><ul><li>What do we want to do? </li></ul></ul><ul><ul><li>What should we do? </li></ul></ul><ul><ul><li>What can we do? </li></ul></ul><ul><ul><li>What are we allowed to do? </li></ul></ul><ul><li>Integrated communication </li></ul><ul><ul><li>Positioning </li></ul></ul><ul><ul><li>Branding </li></ul></ul><ul><ul><li>Vehicles </li></ul></ul><ul><ul><li>Issues </li></ul></ul>Want Should Can Allowed
    11. 11. Budget 428 800.00 General Total 9 500.00 Other 25 000.00 Logistic support 19 000.00 Printed materials 40 000.00 Transfers 66 000.00 Audio Visuals 62 000.00 Moderators 17 000.00 Speakers 192 300.00 Accomodation Paris/340 pax Budget in € Description
    12. 12. Pre-event management
    13. 13. Select Meeting venues <ul><li>Well known congress centers or small cozy places </li></ul><ul><li>Unlimited number of participants </li></ul><ul><li>Always with the state of the art audio-visuals </li></ul>
    14. 14. Select Hotels <ul><li>Relationship with all major hotel chains </li></ul><ul><li>In the hart of a business district or out in the country </li></ul><ul><li>Modern design buildings or castles </li></ul>
    15. 15. Next step Communication Strategy And plan Follow-up Preferred dates Preferred locations Core Team
    16. 16. Design branding
    17. 17. Look and Feel
    18. 18. Look and Feel
    19. 19. Look and Feel
    20. 20. Look and Feel
    21. 21. Look and Feel
    22. 22. Look and Feel
    23. 23. Look and Feel
    24. 24. Planning
    25. 25. Planning Plenary Office + Board E-mail room Cloak-room Congress Bags Distribution Dedicated Area Check-in Entrance Hospitality Transfer Flow After check-in Luggage storage
    26. 26. Select technology
    27. 27. Special effects
    28. 28. Exhibition booths
    29. 29. Social Events
    30. 30. Printed materials
    31. 31. Catering <ul><li>Food at meetings </li></ul><ul><li>needs to be a </li></ul><ul><li>culinary delight to </li></ul><ul><li>reinforce the </li></ul><ul><li>success of the event </li></ul>
    32. 32. Logistics <ul><li>Faculty management </li></ul><ul><li>“ On line” registration </li></ul><ul><li>Arrival and departure times </li></ul><ul><li>Arrangements with local vendors </li></ul>
    33. 33. On-site management
    34. 34. The meeting We will now run the meeting as it is happening
    35. 35. The meeting (Cont’d) <ul><li>The “on-site” management insures </li></ul><ul><li>that all activities work out according to </li></ul><ul><li>the planning and that all the logistics </li></ul><ul><li>run smoothly, from the pick-up of the </li></ul><ul><li>delegates at the airport or station, </li></ul><ul><li>their welcome to the venue,...until </li></ul><ul><li>they return home. </li></ul>
    36. 36. Post-event evaluation
    37. 37. Outcomes <ul><li>Success measurement </li></ul><ul><ul><li>Budget reconciliation </li></ul></ul><ul><ul><li>Power of the Meeting </li></ul></ul><ul><ul><li>Return on Investment </li></ul></ul><ul><li>Pave the way to a new event </li></ul>
    38. 38. Evaluation planning 5 – Return on Investment 4 – Impact 3 – Application 2 – Learning 1 – Reaction, Satisfaction Planned Action
    39. 39. Evaluation planning (Cont’d) <ul><li>Participants react favorably to the meeting </li></ul><ul><li>Participants learn new skills </li></ul><ul><li>Participants use new skills in their jobs </li></ul><ul><li>A business impact is achieved </li></ul><ul><li>A return on investment is generated </li></ul>© Copyright 2004 ROI Institute
    40. 40. Why Arnauts & Partners <ul><li>Professional approach whether it is a small or a large event. </li></ul><ul><li>Flexibility in the services, advice, training, coaching or full blown organization. </li></ul><ul><li>We think along the lines of the client’s objectives and philisophy in order to work towards the most successful event. </li></ul><ul><li>Outcomes/Success evaluation. </li></ul><ul><li>Our strengths are in marketing, PR and communication, associated with logistic and administrative management of the project. </li></ul><ul><li>You can count on a dedicated, experienced and reliable team of employees, partners, suppliers and sub-contractors . </li></ul>
    41. 41. Some of our Partners
    42. 42. A & P is member of