CHAPTER 14

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Onsite Management

 

LEARNER OUTCOMES

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A. Explain the importance of an event specifications guide, including key components of final instructions to facilities and suppliers.

B. Discuss the purpose of pre-convention, post-convention, and daily logistical meetings and staff briefings.

C. Identify the three functions of event signage and how to effectively determine placement.

D. Implement on onsite communication plan.

 

Chapter Summary:

 

The onsite management functions for the meeting professional require a clear and concise understanding of how the meeting will unfold.  There will be narratives of goals, objectives, and a listing of functions with schedules.

 

The Event Specifications Guide (ESG) also referred to as a staging guide.  It provides a comprehensive document that outlines the complete requirement and instructions for an event.   It will include function sheets, banquet event orders (BEOs), AV orders, telecommunications orders, room set, signage list and distribution, furniture orders, utility orders, ADA (American with Disabilities) information, and in-conjunction-with (ICW) meetings.  

 

A communication plan is part of the well-defined plan for project management.  It service as an outline for the necessary and frequent forms of communications that will take place between the staff, meeting venue, and suppliers.

 

Portions of the communications plan include:

 

1.The pre-departure meeting with onsite staff and is held one to two weeks prior to the meeting.

 

2.The pre-convention (pre-con) meeting which is an essential meeting between the meeting professional and onsite meeting staff with the facilities key decision-makers and outside contractors.

 

3.The onsite daily briefings that are done to maintain clear and frequent communications with the meeting team and suppliers’ staff.

 

4.Post-conference meeting (post-con) provide the opportunity for the organization to receive candid feedback on the logistics, planning, and onsite management.

 

Establishing a system of communication is imperative because it provides trouble-shooting on problems and quickly resolves issues as they arise.  Two-way and group communication technology is developing as rapidly as other meeting technologies and keeps the team members communicating effectively.

 

Clear and effective signage is needed to communicate with attendees.  Signs serve to inform, protect, and direct people efficiently throughout the venue.   Incorrect use of signage can result in confusion and frustration.  

 

Directing meeting activities requires the meeting professional to be certain that all staff and volunteers have a clear understanding of their roles responsibilities.  A schedule is developed daily outlining these responsibilities.

 

Controlling the meeting performance requires a carefully orchestrated partnership from all of the people involved in delivering a meeting.  This final phase of onsite logistics is the type of quality control that determine the success of the meeting, and requires daily logistical briefing to sure that quality service is attained, and maintained.