The document outlines the various steps needed to organize an event, including defining objectives, securing financing, creating committees, handling logistics like registration, the program, accommodations, transportation, and social activities. It emphasizes determining objectives, raising funds through registration fees, sponsorships, and other sources, and establishing committees to manage key areas like secretariat, communications, promotions, and physical arrangements.

1. Organizer and
Sponsor
TOPIC
Jl IKPN Bintaro No 1, Pesanggrahan,
Tanah Kusir, Jakarta, Special Capital
Region of Jakarta 12330, Indonesia
Describe What
You Have To Do
To Organize The
Events

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A. Define your objectives
Social and financial objectives
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B. Finance – Sources
• Registration fee
• Sponsorships
• Exhibits
• Advertisements
• Fund-raising campaigns
• Grants
• Donations
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C. Create operating committees
• Set up your teams of different skills
• Secretariat
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D. Central communication and information
• Admin services (personnel, legal, communication facilities, office mgt, supplies and materials)
• Printing / documentation
• Language services
• Registration and info services
• Conference evaluation
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E. Pre-Congress Registration
• Verify restricted nationals (from foreign countries)
• Advance registration to generate much-needed funds
• Computerized system
• Outsource management of event
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F. Secretariat
• First impression lasts
• Adequate and well-trained personnel
• Sufficient space
• Proper layout to effect smooth flow and control of registration traffic
• Number of desks depends on the number of expected attendees
• Registration fees (Confirmation, cancellation / refunds)
• Verification and identification procedures
• Discounted fees for advance registration
• Content, design of registration forms
• Badges (design)
• Convention kits (contents, specification)
• Kit distribution counter
• Information desk
• Message counter
• Tour desk (tour itinerary)
• Media room (with wifi, computers, printers, F & B, meeting table)
• Speakers’ room (w/ program)

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• Admin office (copying machine, computers, wi-fi, etc.)
• Transportation desk (schedule of departures / location)
• Cash management (official receipt, reports)
• Security (escort service)
• Roster of participants
• Medical clinic / ambulance
• Accessibility service (PWDs) / seniors
• Conference information sheet
• Country information
• Association information
• Hotels
• Physical arrangement
• Furniture / decors
• nformation materials
• Supplies and materials
• Storage area
• Supplies and equipment (typewriters, computers, printers, copying machines, telephones, websites)
• Filling up registration forms
• Set up dismantling dates (egress)
• Check-in and check-out procedures
• Accreditation of members, volunteers, media, etc.
• Assignments
• Training
• Work shifts
• Security
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G. Program / Business Sessions
• Responsibility of Host Committee vs. International Secretariat
• Limitation of functions of host committee
• Special participation of local host (opening and closing)
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H. Program / Business Sessions
• Audio-visual instruments (avoid technical disruptions)
• Speakers with public speaking skills (speakers’ bureaus)
• Insist on rehearsals
• Technical committee / Program committee (time management)
• Documentation committee
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I. Opening and Closing Ceremonies
• Glimpse of Indonesia culture
• Use scripts, technical cues, lighting, rehearsals, etc.
• Master of ceremonies

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J. Checklist – Conference Program
• Invitations, confirmations
• Speaker’s profile / biodata
• Arrivals, departures
• Hotel amenities, charges
• Air transportation
• Ground transportation
• Other arrangements
• Speaker’s technical requirements
• Briefing of speakers
• Time management
• Amenities for speakers
• Special badges, ribbons, leis
• Plaques, certificates
• Gifts
• Master of ceremonies
• Technical / stage director
• Performers, Entertainers, Bands
• Ushers
• Decors
• Seating arrangements / signage (delegates by country / observers / guests / press)
• Protocol
• Presidential table
• Place cards
• Water glasses
• Send-off party
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K. Promotions
• Stimulate attendance to the congress
• Advertising, press center, press conferences, presentations in meetings
• Hire consultants to do the job
• Print materials, direct mail, personal communications, publicity, advertising,
• Outdoor décor (billboards, banners, street decors)
• Promotional trips
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L. Accommodations
• Committee to facilitate booking of participants
• Negotiate with hotels
• Adopt a reservation and booking system
• Block rooms in advance (lookout for direct bookings)
• Rooms for local officials and staff, VIPs
• Monitor room rates
• Request for a liaison officer from the hotel
• Rooming list
• Check-in / check-out schedule (inform attendees)
• Payment scheme (down payment)
• Potential source of income
• nspect facilities
• Discounts, promos, incentives, etc.

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• Shuttle service
• Senior citizens’ discount
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M. Physical and Technical Arrangements
• Refers to seating arrangements and furnishings inside meeting / function rooms and reception area
outside the room
• Two set-ups: theater-type and table set-up
• Use standard conference equipment (LCD, vidi-wall)
• Consider rental companies
• Size, ventilation, acoustics, electrical, lighting / control, safety, insulation, liabilities, platform, lectern,
microphones, whiteboards, etc.
• Video coverage / documentation
• Stage backdrop (tarps or hi-tech?)
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N. Tours and Transportation
• Appoint an official tour operator (pre- and post-convention tours)
• Standard practice is to provide complimentary city tour
• May include cost of tours in registration fees (or optional tours)
• Set up a tour desk (tour packages for sale)
• Ground transportation – airport to hotel and back / shuttle
• Use hand-held radio
• Hire professional tour guides
• Choose tourist-quality buses only with audio set-up
• Announce the tours beforehand
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O. Socials
• Prepares social program (food and beverage service, handles arrangements for VIPs)
• May include business component, shopping, sports tournament, etc.
• Do this in moderation
• Remember the world-renowned Filipino hospitality
• F & B – take note of increasing health awareness
• Free-flowing coffee
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P. Airport Reception and Facilitation
• Port courtesies / lei reACception / entertainment
• Provide identifying markers (luggage tags / stickers
• Coordinate with DFA, BI, Customs, Local airport for VIP room, reception, Internal security
• Arrange an inter-agency meeting
• Use hand-held signs, welcome streamers, reception committee
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Q. Other Operating committees
• Protocol and security
• Exhibits (buyers and sellers)
• Hire professional exhibit organizers
• Ingress and egress

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R. Finance
• Compute your expenses, incomes, sponsors and contingencies
• Keep your costs low
• Sponsorships
• Exhibits
• Advertisements
• Fund-raising
• Grants from foundations
• Donations (professional groups, alumni assns, etc)
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S. Themed Events

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