Samenvatting

projectmanagement: travel
& eventmanagement
 D1: DEFINITION ORGANISATION AND COMPONENTS
= an organized group of people with a particular purpose, such as a business or
government department
- Common purpose
- Coordinated effort
- Division of labor
- Hierarchy of authority
 D2: RESAONS TO ORGANIZE AN EVENT
1. An event may have a COMMERCIAL goal.
People have more free time than they used to have. Many events are leisure activities, to
entertain the audience. The organizer of the event gains something (money) from the event.
Examples are concerts, festivals, carnivals, fairs,…

2. Some people organize an event to PRESENT THEMSELVES or to make them know.

For example: A company that has just relocated or that has just constructed a new building
organizes an event to present the new location or construction.
Another example: is a university college that organizes a congress for entrepreneurs with
famous and important guest lecturers.

3. Organizing an event can also be a means TO KEEP THE ORGANIZATION ALIVE.

For example: A students’ union celebrates its fifth anniversary extensively to make sure all
present and senior members stay involved with and committed to the union.
a. Another example: A staff party in an organization may be organized to enhance the
feeling of solidarity and unity.

4. Another reason to organize events is to SPREAD CULTURE/KNOWLEDGE.

For example: A museum may choose to organize a special exhibit to make sure their art
draws attention of a bigger audience.
Another example: is a university organizing a major international scientific congress.

5. CELEBRATING. When you are organizing a birthday party, wedding or anniversary.

6. Examples of events in a work situation: open days, introduction of a new product, a staff
party, a congress,…
 D3: 9 STEPS TO ORGANIZE AN EVENT
1. Purpose & objectives
2. Stakeholders
3. Date & venue
4. Branding & logo design
5. Critical time path & checklist
6. Budget planning
7. Marketing plan
8. Hold the event
9. Follow-up and evaluate

1. PURPOSE & OBJECTIVES : SMART

SPECIFIK= What you want to accomplish (Who, What, Where, Why?)
MEASURABLE= Asking Questions? (How much, How many? – To know if we
are hitting our goal or we need to make adjustments.
ACHIEVABLE= The question if is your goal something you can actually
achieve with a little stretching? You want to aim for something in between too
easy and too challenging
RELEVANT= How does the goal align with your main responsibilities and
objectives?
TIME-BOND= Set 1 or more target dates, the "by when" to guide your goal
toward successful and on-time completion (including deadlines, dates, and
frequency).
EACH GOAL YOU SET AND ACHIEVE, WILL SET YOU UP FOR YOUR NEXT
GOAL.

2. STAKEHOLDERS
= is a person, group or organization that has interest or concern in an organization.
INTERN:
Employees, managers, investors
EXTERN:
Suppliers, customers, gouvernment, creditors, competitors, media, society
SCHOOL:
Fire department, police, students, municipality, inspector, healthcare, inestors,
sponsors

3. DATE AND VENUE

DATE:
- Have an intake conversation with the host/ Sometimes you do not have a choice and
the date and time are fixed
- We have to make sure that we have a clearly defined event date on a date that doesn’t
have other competing world events like the Super Bowl or Christmas or anything else
that will compete with your event for attention and attendance.
keep into account : seasons (beach party), other local and national events (Olympics,
championship soccer, ….), holidays, Fridays and Mondays following or coming after a
vacation period

VENUE:
- Most events need to be held somewhere where there is enough room to accommodate
 all attendees.
- Having a venue means an increased cost. This cost isn’t just financial, It is also your
time and effort in doing appropriate research and due diligence, contacting different
venues, talking to the managers, scheduling (and rescheduling) and many more
organizational details

CRITERIA FOR A VENUE:

 Location
 Parking
 Capacity and Minimums
 Services and Amenities (diensten en voorzieningen)
 Layout
 Ambiance
 Insurance (verzekering)
 Accessibility (toegankelijkheid)
 Acoustics

4. BRANDING & LOGO

= Logo are used to identity/ A good logo should convey the intended message to your
audience without additional explanation or context, according to the brand profiles

6 LOGO PRINCIPES
 Keep it simple (simplicity is the better way to work and have something clean and not messy)
 Make it memorable (try to make a memorable logo that people not going to forget, using
attractive colors our designs)
 Make it timeless (A timeless logo looks just as good in ten year as it looks today, better to go
for classics looks)
 Make it relevant and appropriate (A professional logo should be fit for purpose / The logo
should be appropriate for the intended audience)
 Make it versatile (Having a simple, easily recognizable logo can help with versatility, or a
responsive logo)
 Make it unique (keep it unique and don’t copy, but you can take inspiration)

5. CRITICAL TIME PATH & CHECKLIST

Checklist (voor het evenement)
- It’s important to make a list of everything that the team or group have to do during the
organization of the event/ That list have to be editing every time that something is done
during the appointments with the team
- Use colorcodes

Critical time path during the event

- The critical time path should include some general information such as:
names and phone numbers of key stakeholders (event team, speakers, suppliers,
emergencies)
- An overview of all tasks and activities of all stakeholders (suppliers, speakers, event
team, volunteers) in a chronological order. These tasks must be thoroughly specified
(activity type, date, start and end time, executor,).
 6. BUDGET PLANNING
Use a structured excel document with different sheet to have a better summary of all
your cost and revenue for the event:
- Budget projected (Enter estimated costs for budget items such as venue rental, food and
drink, guest presenters, marketing and miscellaneous event costs)
- Budget actual (you have to enter the confirmed amount for each budget item. This should be
the actual cost that you will be billed)
- Budget comparison (a side-by-side comparison of your planned and current budget costs
This way you can quickly and easily see where there are cost differences between what you
planned to spend and what you will have to cough up)

- What about the income?

- Making private individuals pay for attending the event

- Remuneration participating companies
- Donations
- Sponsors (money for promotion/products, ....)
- Branded products (t-shirts, office supplies, ...)
- Food and drink
- Upsell consulting services
Another strategy you can use to monetize your event is to up-sell some of your professional
or consulting services, or some high-end products if you have a business that sells products
or services.

7. MARKETING PLAN
Use the following steps to create the marketing plan for your event:
- Review the objectives and budget of your events
- Design your own event website
- Schedule an email campaign
- Promote an event in the right places
o Social platforms - Twitter, Facebook, LinkedIn
- Summarize your communication plan
- Last minute promotion and engagement tactics

8. HOLD THE EVENT

- Communication (team briefing - team visibility)
- Informing guests, participants (folder, messenger, plenary meeting, etc.)
- Implementing the event's work plan => Who does the follow-up?
- Who is the event/crisis manager? Global overview
-Troubleshooting`

9. FOLLOW UP AND EVALUATE

1.Praktical
Thank your letter/ email
Paying the bills / receive income
Press releases
Foto’s and powerpoints on the website
2. Finance
Budget vs reality
 3. Evaluation
- Meeting with the event team
- Reflection => what went wrong, what went right?
- Questionnaire (paper, tablet, website, ....)
- Study the results and communicate them to all stakeholders
- Customize the event work plan (based on your experience) => future events

 D4: What is the DIFFERENCE BETWEEN A INCENTIVE TRIP AND BUSINESS

TRIP
Business trip
“A business trip is a trip organized according to the criteria set by the firm”
Incentive trip
“Incentive travel is a global management tool that uses an exceptional travel
experience to motivate and/or recognize participants for increased levels of
performance in support of organizational goals”.

 D5: What is MICE TRAVEL?

 D6: STEPS FOR AN INCENTIVE TRIP AND BUSINESS TRIP +

EXPLAINATION

INCENTIVE REIS
1. Collect primary information
2. Select travel methods
3. Select accommodation
4. Select activities
5. Select restaurants
6. Create an itinerary
7. Remember to bring ...
8. Think about Health & Safety
9. Consider the economic climate

Step 1: Collect primary information

Primair: destination, #participants, dates, budget
Secundair: transport there and back as well as on site, (location) accommodation hotel, activities,
details (vegetarian, ...)

Other information: credit card, Documentation location, city map, information about public
transport, opening times of all kinds, places of interest, culture, business etiquette, religion in the
country, interpreter, Time management (meetings, visits, ....)

Time of day: holidays and public holidays, elections; political unrest, manifestations and
demonstrations, climate, religion

Step 2: select travel methods

Own car, rental car, route planner, ... => permits & insurance at home and abroad, fuel
reimbursements, parking fees, road vignette (eg Switzerland) or other toll roads (credit card, ...),
international driver's license, ....

Airplane: comfort, safety (hand luggage, …), class, check-in, luggage, delays, …

Step 3: select accommodation

What criteria should be kept into account when looking for the perfect accommodation?

• Fixed price agreements for hotel chains?

• Contract?
• Contact the host company
• Type (part of a certain chain, independent hotel, large, small, b&b, ...)
•Location (center, entertainment area, quiet neighbourhood, airport, close to business relations, ...)
• Facilities (meeting room, ...) airport shuttle, meeting rooms, F&B, relaxation (sauna, fitness, …),
non-smoking rooms, wifi (+speed), room service, ….
• Price range
• Check-in and -out times
• Baggage service

Step 4: select activities

Like teambuilding activities:

• Strengthening bonds and establishing genuine relationships

• Keep a positive and pleasant memory of the company
• Creating a sense of community
• Improve teamwork, motivation and competition
• Creating empathy

STEP 5: select restaurants

A restaurant that fits for everyone, see if someone is allergic, witch time do they want to eat?
Take a reservation, see if there is place for a whole group
Is it possible to have a pricegroup?
Step 6: Create a travel itinerary
Information needed:
• Day, time and place of the meeting(s)
• Required travel time to the location
• Time of hotel check-in
• Jet lag
• Relaxation / leisure time?
• Travel time needed to get back

Step 7: remember to bring …..

• Identity card (issued by country of birth, 50 countries)
• Passport (issued by country of birth, worldwide)
• Visa (issued by visiting country => permission to enter the country for specific reasons (p.61 and 62)
o Tourist visa
o Business visa
o Study visa
o Transit visa

Step 8: Think about health and safety

Corona? Malaria? Are we safe from a virus?
Business travel insurance
• Usually the whole company
• Also for traveling companions (assistants)
• Damage and loss of PC
• Coverage of legal assistance (traffic cases, criminal cases, damage, contractual matters)
• Covers ALL trips (including holiday trips - partner and children also insured)
Safety on the road
•In person
o Business card hotel
o Registration number + company taxi
o First aid kit
o Contact your GP (before + after)
•Sensitive information
o Electronic (laptop, smartphone, USB)

Stap 9: rekening houden met het economisch

klimaat
• Yield Management
the earlier you book the cheaper tickets
• Business vs. Economic
economy; certainly on shorter flights, on longer flights; take recovery time into account
• 3 star hotels = often as comfortable as 5*, much cheaper and only facilities that are missing
(concierge, shoe shine machine, relaxation facilities, ...)
• Price agreements
hotels, airlines, ….
• Overnight stay: necessity?
• Thalys / Eurostar vs. plane
• Combine travel
onward travel saves on travel costs + travel and working time
• Necessity?
o Teleconferencing
 D7: THE DIFFERENCE BETWEEN VISA, PASSPOORT AND ID CARD

VISA= A visa is a temporary authorisation for a passport holder to travel to a

country other than the one he or she holds a passport of (permission to enter a
certain country, is issued by the country to be visited)
PASPOORT= A passport is an official travel document issued by a government
that contains a given person's identity (outside eu : proof of identity (is issued by
your own country)
IDENTITY CARD= An identity document is any document that may be used to
prove a person's identity
TRANSIT = people in transit to another country

 D8: STAKEHOLDERS INCENTIVE TRIP AND EVENEMENT

STAKEHOLDERS INCENTIVE TRIP
- Dealers who earn the incentrive trip
- Sponsoring company
- Suppliers
STAKEHOLDERS EVENT
- Visitors
- Sponsors
- Customers
- Suppliers

 D9: De student gebruikt een gepast communicatiemiddel en de geschikte

marketingstrategiën om de gewenste doelgroep/stakeholders te
benaderen
- Invitation (paper, video, social media?)

 D10: WHAT IS COSI?

= bringing difference skills together

Doers: Doers show a combination of active experimentation and concrete experience.

Reflectors: Reflectors have a preference for concrete experience and reflective perception

Thinkers: Thinkers combine reflective observation with abstract conceptualization.

Deciders: Deciders prefer abstract conceptualization and active experimentation.