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memories of the last special occasion your company worried about you? Are you avoiding events because they take up too much of your time? Think about the last time you hosted a business event. You began with a clear purpose for the meeting were the right people contacted to participate, and the program was carefully planned; but for some reason occasion not working as well as you had hoped.
To sum it up, in the initial planning began well; but event coordination and logistics was poorly executed .
To be successful, you should assign one person responsible for the direct coordination of events. While you focus on bringing value-added content event coordinator phone (meeting logistics expert) will focus on details! You can use a team approach to divide work between team members, assign tasks with the aim of the days; However, event coordinator is the one in charge, running the show and keep an eye on the entire operation.
Selecting the event coordinator is a smart move. Even through you continue to participate in the event planning loop, you will be free to tend to business as usual!
ultimate success your event is directly related to the capacity of the coordinator is to pay attention to the details! event coordinator will map strategy utilizing Top Ten – Logistic steps:
1. Determine the best date and time to meet (verify potential dates, times, and boats, and the relationship with suppliers, presenters, attendees and special guests)
2. Select and schedule the best place to meet (consider your budget as well as the potential for on-site, off-site, conference center, private dining room , etc.)
3. contact and confirm all contracts (including venue, speakers, presenters, entertainment, sponsors, etc ;. and communicate frequently with all of their role in the upcoming event)
4. plan and mapping program plan (including the general meeting, meeting, break times, break out sessions, refreshments, meals, media room, and other special needs)
5. Coordinate and oversee the selection of the theme, design, production and distribution of printed items (ie, invitations, programs, brochures, special materials and related mail)
6. arrange the necessary supplies have groups available on site (ie handouts, evaluation forms, flip charts, markers, sticky notes, etc.)
7. Identify each presenter and equipment needs are: Who? What needs? The Where? Then determine the technical infrastructure, accommodation, and arrange for on-site support
8. verify the room lay-out requirements; arrange for support to complete the set up and tear down
9 for the needs! Arrange for adequate host support available throughout the event.
10. Communication! Send! Send! (With vendors, presenters, attendees and guests).
Having this type of talent (detail-oriented arranger / organizer / Leader) the staff is very costly for many businesses. If you or someone on your staff do not have the time, ability and desire to learn to focus on logistical details required for hosting a successful business event, consider entering qualified resources from Virtual Assistance (VA) industry to assist you. With advances in technology and the use of the Internet, business owners can outsource event planning and coordination, as well as many other administrative duties to a VA.
You may wonder, “What is Virtual Assistance?” It is a working method that came Thanks to the Internet and information technology. A practicing professional in the Virtual Assistance industry is called a Virtual Assistant (VA). Usually, providing VA control, planning, secretarial services, special project support and other services niche off-site with the use of the Internet, software, office equipment and other current technology. Usually, Vas contract work from home offices and follow their established code of ethics and confidentiality. Vas work to establish long-term associations with its customers and even invested in its success.
Two reputable online Virtual Assistant organizations can help you find qualified VA with proven Event Planning skill sets. Virtual Assistant Networking of The Association ( Http://www.vanetworking.com ) and Virtual Assistant Chamber of Commerce ( Http://www.virtualassistantnetworking.com ) each provide information Potential or customers, VA registration, the opportunity to submit an RFP, and answers to many questions.
Do not let the thought of the next business occasion your fill you with dread!
When You Hire a Virtual Assistant specializes in Event Coordination, you can look forward to hosting your next event with confidence! Ask VA to pay attention to the details so you do not have to! Remember success is in the details!
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Source by Sheila Link