HOW TO MANAGE AND ORGANIZE EVENTS, EXHIBITIONS, MEETINGS, SEMINARS AND CONFERENCES SG-86722-2008-1-F INTRODUCTION Many executives become involved in organizing conferences and meetings for their organizations. The task can be an enormous challenge. It requires meticulous planning and careful co-ordination to ensure success, and it provides an opportunity for you to manage a project from beginning to end. This seminar will take you through all the steps involved in the conference process, from the initial definition of objectives through to follow-up and evaluation. In between, you’ll learn what you should consider when selecting a venue - how to identify possibilities, and how to compare them. You’ll also learn how to put together programmes, how to handle invitations and printing, and how to co-ordinate the timing of all the various elements. And you’ll see for yourself some of the technological tricks of the trade. OBJECTIVES Through this programme, participants will be able to: • review the mechanics and logistics of conference management • develop an awareness of the importance of visual material • acquire practical steps involved in arranging successful conferences and meetings • formulate a comprehensive planning and administrative system DESIGNED FOR - Event Organizers Conference Organizers Business Service Executives - Public Relations Executives Executives involved in organizing Seminars or Training Programmes ADMINISTRATIVE DETAILS DATES & TIME Saturdays 1, 8 & 15 March 2008 9:30 am - 12:30 pm FEE HKMA Member: HK$2,700 Non-member: HK$2,900 (Inclusive of tea/coffee breaks) Early Bird Discount: HK$200 each (For those who make payment one month before the course commencement date) VENUE W Haking Management Development Centre The Hong Kong Management Association 14/F Fairmont House, 8 Cotton Tree Drive, Central, HONG KONG LANGUAGE MEDIUM The language of instruction will be English. However, course leader(s) may conduct their sessions in Cantonese where appropriate. DEADLINE FOR APPLICATIONS 23 February 2008 METHODOLOGY Lecture/Discussion/Case Study AWARD OF CERTIFICATE OF ATTENDANCE Certificate of attendance will be awarded to participants who have attended the whole course. For enquiries concerning the certificate of attendance, please contact Ms Mei Tang on 2774 8553 during normal office hours. ENQUIRIES For course enquiries and reservations, please call Customer Service Department on 2774-8501 or via fax 2774-8503. For course details, please contact Ms Shirley Chan on 2826-0529; or visit the HKMA website: www.hkma.org.hk/seminar. CONTENTS 1. INTRODUCTION - How to Get Started: Objective Identification, Planning, Budgeting and Developing a Checklist - Designing a Successful Programme: Structure and Schedule, Speaker Invitation, and Arranging the Social Programme - Location and Site Selection: International 6. or Domestic, Choosing a Venue, Evaluating Proposals, and Visiting the Venue - Administration and Management: Printing Invitations, Programmes, Badges and Documentation, Registration, Travel Agents and Security 2. ORGANIZING THE EVENT - Objectives and Nature of the Event - Strategies and Targets - Budget Consideration and Tactics - Logistics, Check-List and Work Schedule - Event Promotion 3. EXHIBITION - Objectives and Targets - Date and Period - Venue Selection and Booking 7. - Programme Contents - Venue Decoration and Set-up - Entertainment and Booth Games - Collateral/Publicity Materials, Giveaways - Manpower - Opening Ceremony - Visitor Promotion and Invitation - Logistics, Check List and Work Schedule 4. 5. MEETING - Meeting Protocol SEMINAR/SYMPOSIUM - Objectives - Topic and Format - Speaker Identification and Invitation 8. - Venue Selection and Booking Logistics - Venue Decor and Set-up Attendee Recruitment Manpower Handout Production Programme Run-down Check List and Work Schedule CONFERENCE - Objectives - Topic Selection - Programme Development - Targets - Venue Selection and Booking - Hotel Selection and Considerations - Attendee Promotion and Pre-event Publicity - Delegates Kit Preparation - Delegate Registration - Logistics and Venue Decor - Travel and Transportation Arrangements - Staffing: Hostesses, Guides and Interpreters - Menu Selection - Insurance Considerations - Check List and Work Schedule NOT TO BE OVERLOOKED - Presentation and Production - Equipment Needs - Room Layout and Staging - Travel and Transportation Arrangements - Staffing: Hostesses, Guides and Interpreters - Menu Selection - Insurance Considerations - Monitoring the Costs - Contingency Planning FOLLOWING UP AND AFTERWARDS - Evaluation - Checking Invoices and Closing the Accounts - Preparing for the Next Event SEMINAR LEADER Mr Peter Mok is an executive director of a public listed company with over 18,000 employees in Hong Kong and Mainland China, responsible for public relations and development. Mr Mok has been a member of the Pacific Society of Public Relations since the 1980s and was elected Secretary General in 1990. He was an associate member of the Institute of Public Relations and a member of the Public Relations Professionals Association of Hong Kong. In addition to the above exposure, he is also a member of the Chartered Institute of Management, Chartered Institute of Transport and Logistics (Hong Kong), the Institute of Leadership and Management, the Royal Institute of Navigation, the Canadian Institute of Strategic Studies and the International Institute for Strategic Studies. He is also a Fellow of the Royal Geographical Society. Since 1983, Mr Mok has been working closely with the Hong Kong Management Association in the development and teaching of various Certificate Programmes and in-house training programmes, covering a diversified range of subjects, including event management, trade fair and exhibition management, public relations, marketing management and general management courses. Mr Mok is more than willing to share his valuable experience with the participants so that they may become more resourceful in seeking the appropriate solutions to their actual daily working problems. HOW TO MANAGE AND ORGANIZE EVENTS, EXHIBITIONS, MEETINGS, SEMINARS AND CONFERENCES SG-86722-2008-1-F 1, 8 & 15 March 2008 ENROLMENT FORM *Applicants should include their HKID card number and fill in their details in block letters, otherwise no MDCU will be given. The Association will issue certificates based on following details and name format. Name (Mr/Ms): (Surname) ( HKID Card No.: (Other Names) ) HKMA Membership No.: Position: Company: Address of Company: Nature of Business (e.g. Toy Manufacturing), please specify: Job Responsibilities: Telephone No. (Office): Fax No. (Office): (Residence): (Mobile): E-mail: Correspondence Address: Cheque Number: Education Level: Cheque Amount: HK$ Master or above Bachelor HKMA Diploma Matriculation Secondary Others (Please specify) Total Number of Years’ Working Experience: Name and Title of Nominator (Mr/Ms): Sponsorship Company-sponsored Other Diploma Years of Working Experience in Course-Related Field: Self-sponsored OINA Where did you FIRST learn about this programme? Email Promotion from HKMA Email Promotion from Other Website (Please specify): Newspaper Advertisement (Please specify): Direct Mail by Post Website advertisement (Please specify): HKMA Website MTR Station Display (Please specify): Exhibition (Please specify): I understand that all handout materials obtained in class are strictly for my own educational purposes. Signature: Date: Registration must be made on the Enrolment Form provided and returned to the Association 5 days before the programme commencement date(s)with full fee. Acceptance is subject to the discretion of the Association. Applicants will be notified by telephone to confirm receipt of the application form and full programme fee. An official receipt wil be sent to you within two weeks. Applicants are expected to attend the course at the place and time specified in the brochure unless otherwise notified. When a programme is over-subscribed, additional classes may be started in some cases. Applicants may then be notified of the new time, dates and place of meetings when necessary. No refund will be made after payment, but participants can arrange to have their places substituted should they be unable to attend the programme by notifying the Association at least 2 days prior to programme commencement. Fax reservations are welcome but are subject to confirmation by payment in full within 10 days of the date the reservation is made or 5 days prior to programme commencement, whichever is sooner. Applications, upon full payment, will be processed on a first-come first-served basis. Before classes/examinations commence, if the Observatory announces that Typhoon Signal No.8 or above/Black Rainstorm Warning is in force; or Typhoon Signal No. 8 or above will be hoisted within 2 hours, no classes/examinations will be held. Replacement classes and remedial examinations will be arranged. (All classes will be held as scheduled if Typhoon Signal No.8 or above/Black Rainstorm Warning is lowered at or before 7:00 am; 2:00 pm classes and examinations thereafter will be held as scheduled if Typhoon Signal No.8 or above/Black Rainstorm Warning is lowered at or before 12:00 noon; 6:00 pm classes and examinations thereafter will be held as scheduled if it is lowered at or before 4:00 pm.) When Typhoon Signal No.8 or above is in force during classes/examinations, all classes and examinations will be dismissed immediately. Replacement classes and remedial examinations will be arranged. When Black Rainstorm Warning is in force during classes/examinations, all classes and examinations will be held as scheduled. For RESERVATIONS and ENQUIRIES please call 2774-8501 (Customer Service Depar tment) during normal office hours or fax 2774-8503. The HKMA reserves the right to make alterations regarding the details. For course details, please contact Customer Service Department on 2774-8501 or Ms Shirley Chan on 2826-0529. Website: WWW.HKMA.ORG.HK Personal data will be used for the purposes of market research, programme development and direct mailing. This form together with a crossed cheque payable to The Hong Kong Management Association should be returned to: Director General, The Hong Kong Management Association, Top Floor Unit M, Kaiser Estate Phase III, 11 Hok Yuen Street, Hunghom, Kowloon. The HKMA supports the equal opportunities policy, without discriminating against any person on the grounds of gender, disability, family status or any other basis.