EXECUTIVE DEVELOPMENT PROGRAMME
A 3 Half-Day Seminar on
How to Manage and Organize
Events, Exhibitions, Meetings,
Seminars and Conferences
Saturdays
10, 17, 24 November 2012
9:30 am - 1:00 pm
HOW TO MANAGE AND ORGANIZE EVENTS,
EXHIBITIONS, MEETINGS, SEMINARS AND CONFERENCES
SG-86722-2012-3-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, 10, 17, 24 November 2012
9:30 am - 1:00 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 enrol and pay one month before
the course commencement date)
Group Discount:
HK$200 each
(For those companies which send a total of two
OR more participants to this course and enrol of
the same time)
VENUE
W Haking Management Development Centre
The Hong Kong Management Association
14/F Fairmont House, 8 Cotton Tree Drive,
Central, HONG KONG
DEADLINE FOR APPLICATIONS
3 November 2012
METHODOLOGY
Lecture/Discussion/Case Study
ENQUIRIES
LANGUAGE MEDIUM
The language of instruction will be English.
However, course leader(s) may conduct their
sessions in Cantonese where appropriate.
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.
For course enquiries and reservations, please call Customer Service Department on 2774-8501 or via
fax 2774-8503. For course details, please contact Ms Josephine Chow on 2774-8536; 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.
MEETING
- Meeting Protocol
5.
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 10,000 employees in Hong Kong
and Mainland China, responsible for public relations and development. He is 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 International Council 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-86722-2012-3-F(EB)
10, 17, 24 November 2012
FEE: HKMA Member: HK$2,700 / Non-member: HK$2,900
ENROLMENT FORM
Name (Mr/Ms):
*Applicants should include their HKID card number and fill in their details in block
letters, otherwise no MDCU will be given. The Association will issue certificates
based on following details and name format.
(Surname)
(
HKID Card No.:
(Other Names)
)
HKMA Membership No.:
Position:
Company:
Address of Company:
Nature of Business (e.g. Toy Manufacturing), please specify:
Job Responsibilities:
Telephone No. (Office):
(Residence):
Fax No. (Office):
E-mail:
(Mobile):
Correspondence Address:
Cheque Number:
Education Level:
Cheque Amount: HK$
Master or above
Bachelor
HKMA Diploma
Matriculation
F.5
Others (Please specify)
Total Number of Years’ Working Experience:
Other Diploma
Years of Working Experience in Course-Related Field:
Name and Title of Nominator (Mr/Ms):
Nominator Email / Address:
Sponsorship
Company-sponsored
Where did you FIRST learn about this programme?
Email
Newspaper/Magazine (please specify):
Self-sponsored
OINA
HKMA email
Email promotion form other websites (please specify):
Website advertisement (Please specify):
HKMA Website (From where did you learn about, please specify):
MTR Station Display (Please specify):
Exhibition
Education & Careers Expo (EEX)
Jobmarket Career & Education (EJEX)
Others (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 Department) 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 Josephine
Chow on 2774-8536. 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:
Executive Director, The Hong Kong Management Association, 16/F Tower B, Southmark, 11 Yip Hing Street, Wong Chuk Hang, Hong Kong.
The HKMA supports the equal opportunities policy, without discriminating against any person on the grounds of gender, disability, family status or any other basis.