Global meetings are conferences and meetings that are organized all over the world for the future growth of the global economy. It is an essential part of networking and the exchange of knowledge and professional practices and a key factor in building better understanding and relations amongst different regions and cultures.
While organizing global meetings, a professional event management team follows all the steps required to organize a successful global meeting. Here is a guide for everyone to know about global meetings and event management services.
We can take up the IA-Meetings case study to understand this better as they are in the business for more than two decades.
The steps followed by IA-Meetings can serve as a guideline for anyone who wants to learn how professional meeting organizers organize global meetings.
- Planning and Briefing
A plan is shared with the clients making them aware of all the steps that shall be taken up by the event organizing company to organize a successful global meeting. A pre-event briefing is given to the clients regarding all the details and preparation for the event.
- Designing
Once a plan is made and the briefing is done, it is important to work on the design part. The event management team collects the image for the backdrop and other collaterals. Then the logo and backdrop are designed keeping the company standard in mind. According to the client’s requirement and after their approval, the design is replicated to an art card folder, notepad, bag, directional and registration signage, etc.
- Venue Selection
The selection of the venue is one of the crucial steps in organizing a global meeting. A few basic requirements are considered before finalizing a venue. Just like the IA-Meetings, all the global meeting organizers shall coordinate with the venue authorities for making the necessary arrangements for the meetings. The venue is selected and finalized according to the grandeur of the event. It is discussed with the clients and according to their requirements and budget, a venue is finalized and booked for the dates when the global meeting is supposed to be organized.
- Venue Coordination and Management
Global meetings require on-site management through an expert on-site team. This would include ushering, registration, audio-visual, secretariat, signage, liaison with the venue, transport, food & beverage, stage management including floral arrangement, hall management, speakers, and so on.
- Opening and Closing Ceremony
From minute-to-minute preparation, the arrangement of anchors and hostesses, technical arrangements, seating plan, safety, and security, etc. All these arrangements are made by the event management company so that the opening and closing ceremonies take place smoothly and hassle-free.
- Audio-Visual Management
While organizing a global meeting, an audio-visual plan needs to be formulated. Global meeting organizers have to assess all the audio-visual requirements as per the agenda. All the test runs need to be executed to eliminate any last-minute fuss.
- Signage and Fabrication
As per the venue guidelines and agenda requirements, a signage plan shall be presented to the clients for their approval. The global meeting management team shall ensure set-ups are done as per the approved plan and provide for all the signage as per the plan, at the agreed costs. The set-ups involve stage set-ups, digital backdrops, and other directional signage as per requirements. The global meeting management team shall look after the production of the signage, which includes directional, banner, pull-ups, and backdrops, and shall supervise all the placement and installation of the Signage at the conference venue.
- Videography and Photography
The global meeting managers have to make sure that they arrange digital videographers to show the attendees live and the speakers on the screen. An arrangement for still photography shall be made as per the requirement. A prior briefing shall be provided to videographers and photographers to use digital or film cameras for the global meeting.
- Tour and Travel
When a global meeting is organized attendees from all over the world join the meeting. An arrangement for tour and travel shall be made by the global meeting management team so that the attendees can enjoy their professional trip. A tour and travel plan with all the necessary details including accommodation, food, and transport shall be mentioned so that the attendees do not get overwhelmed and can take up the plan provided by the team if interested in exploring the place.
- Manpower Assistance
Every global meeting requires manpower assistance to run the event smoothly. A professional meeting management team shall ensure that their manpower is professionally attired. A chart shall be prepared to assign the duties and responsibilities and shall be distributed at all levels. All the teams shall be connected through a wireless communication system.
A successful global meeting can be organized by following the above-mentioned steps. We can assure everyone that if a professional team follows these guidelines they can be a successful event organizer just like IA-Meetings who are in the business for 23 years and have created a niche for themselves.
