t11-13


Get your message heard by delegates


Ifyour event is to attract delegates fromdifferent countries then you might like to consider hiring a conference interpreter – otherwise you may find your message is lost on many. Dr YvonneHu,ManagingDirector ofConference Interpreter Serv- ices (www.interpreterservices.com.au) recommends hiringsomeonewith the following essential qualities:


1 Excellent communication skills, even if the original speaker is able to communicate well.


1 A willingness to invest time in prior research. 1 The ability to work cohesively and co-operatively with both your and their colleagues.


22 tips for the perfect event


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different countries have different requirements and tastes. For expertise in this field, where better to turn than Raffles Singa- pore (www.raffles.com/singapore), the hotel where the legendary Singapore Slingwas created in 1915? Director of catering sales Diana Lee says that knowing the regions where delegates are visiting fromhelpswhen organising the beveragemenu for an event. “Generally, Europeans appreciate a glass of cham- pagne or sparklingwine at the reception before an event,while Australians prefer a beer to cool down. For delegates who do not drink alcohol, it is a good idea to offer mocktails as options to soft drinks and juices,” she says. Also remember that many delegatesmay opt for soft drinks as it’s a business, rather than a social, event, so it’sworth being mindful of this and not blowing your budget on the finest Champagne.


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aplace togoandlearn more, aswell asmeeteachother before the big event. Keep it up-to-date with maps, menus, programmes, teasers for entertainment andmore.


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“If you’re thinking of planning an event, take an option on the spacewell ahead of timewith a clear agreement


regarding cancellation and deposit deadlines – it is far better to cancel a space you havereserved than to be too late to find one at all.” Norma Teggart Freeman, Bank ofAmerica Merrill Lynch, Hong Kong


32 2012 ISSUETWO | WWW.EXECUTIVEPA.ASIA


SetupaLinkedinGroup,Facebookeventorothersim- ilaronlinespaceto promoteyoureventandgivedelegates


Get help if you can – your eventwill flowall the better for it. “Most PAs are in charge of all aspects of corpo-


rate events and often become swampedwith guest invitations and handling aswell as event execution. It’s hard to input cre- ativity into events, realise smooth onsite management and at the same time take good care of the guests –which is themain point of the event,”warns Lin. Get fellowPAs and administra- tors to help out by delegating certain tasks or if the budgetwill stretch consider working with a professional event company.


Beverages play an important role in lubricating the wheels of social interaction at events, and delegates from


be sure not to forget the little things. Name badges are help- ful, especiallywhen there is a mix ofWestern and Asian atten- dees. Ensure people are properly introduced, including their correct formal title. Gifts for speakers and others taking part are a thoughtful touch, aswell as following upwith thank-you let- ters to attendees.”


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Use every advantage


Whenworkingwithhotels, takeadvantageof theirexperience and knowledge, W Taipei (www.wtaipei.com) director of events CariceKuoadvises.Her top suggestions forPAs andEAs seek- ing to organise the perfect event are:


1 Use the expertise of the hotel’s events/catering sales managers and conference services managers as they organise events for a living and know how to make things flow.


1 Establish a rapport with the venues and vendors you are planning on using.


1 Prepare an event checklist (every detail, no matter how trivial, contributes to the success of the event). E


You want your guests to feel comfortable at all times so runthrough your programme and look for any poten-


tial issues. Are there enoughtoilet breaks, is transport organised to get delegates to and fromdifferent venues, is the lunchbreak longenoughto alloweveryonetoenjoytheirmeal,haveyouorgan- isedsome ice breakers to ensure people get tomeet each other?


Etiquette is everything, says Norma, going on to say: “Getting things right culturally is highly important, so


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