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2012 operations manual

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2012 operations manual

  1. 1. Operations Manual • Lists ALL OF THE INFORMATION needed to execute your program
  2. 2. Operations Manual • Overview • Resume • Appendix
  3. 3. Resume • EXTREMELY DETAILED!!!!!!! • HOW DETAILED…. • IF IT IS NOT LISTED – IT WON’T HAPPEN! • • • • • Checking prior to meal event/activity/meeting occurring Actual Event Movement of the delegates Servicing of the delegates Activities of Spouses/Partners of the delegates
  4. 4. Resume • Checking prior to meal event/activity/meeting occurring • Actual Event
  5. 5. Resume • Checking prior to meal event/activity/meeting occurring • List everything/anything required for the particular meal event / activity / meeting Check • ½ hour prior to any meal / activity / meeting • 15 minutes prior to any break • Throughout day for any event that has excess AV or setup using decor/entertainment
  6. 6. Set Ups • • • • • • • Theater for ___ Boardroom for ___ U-shape for ___ Classroom for ___ Hollow Square for ___ ___ Rounds of ___ Rectangular table for ___
  7. 7. Standard Audio Visual • Laptop with LCD projector and screen • Overhead with screen NOTE: You will need a table for both the LCD projector and overhead Types of Microphones • Table microphone • Podium microphone • Lavaliere microphone
  8. 8. Conference Flow Consistency of Space • Reuse same rooms throughout the day • Reuse same rooms throughout the conference Location of Space • Keep rooms as nearby to each other as possible The role of a planner vs. extra staff • • • • Planner oversees Executives/Speakers Planner oversees delegates at events Assistant is the runner/checker Meet every morning and evening to review day
  9. 9. Resume Movement of the delegates •From Arrival to Departure and anything in between •Check on Flight/Taxi/Coach/Parking arrangements •Pre Boarding •Boarding
  10. 10. Resume Servicing of the delegates •Phone call checks on various suppliers •Welcome •Goodbye •Meet and greet at airport •Hotel VIP Escorts: Speakers / Company Pres. •Checks on guest rooms status / Views suite(s) •Turns registration table into information desk •Use luggage storage if arrival and departure times conflict with hotel check in and out times
  11. 11. Resume Format • New Day New Page • Pages Numbered 1,2,3,4 or 1 of 20, 2 of 20 • Time, Name of Room, Who is Responsible, Event, Event Details
  12. 12. Resume • Extremely detailed document • “Hit By a Bus” format • If it is NOT listed it WON’T happen !
  13. 13. Overview Snapshot of Conference • From Arrival to Departure • Lists All Meals (B/L/R/D), Events, Meetings, Breakouts and Activities Exception - Coffee Break not required to be listed • Number of people attending • Venue Name • Function Space Room Name
  14. 14. Appendix • • • • • Contact names and phone numbers Copies of speeches Floor plans of function room setups Copy of Banquet Event Orders (BEO’s) VIP list with photos

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