With the conceptual planning having been decided, committed to written format and documented within a SLA (Service Level Agreement) – ensuring a successful roll-out becomes paramount.
‘Logistical Planning & Management is the part of supply chain management that plans, implements, and controls the efficient, effective forward, and reverse flow and storage of goods, services, and related information between the point of origin and the point of consumption in order to meet client’s requirements’.
Listed are the essential logistical elements:
1. Programme Format
Reverting to the conceptual aspects – the actual programme whether plenary, break-outs, fire-side discussion etc – the format should be completed.
2. Venue Selection
In keeping with the format which is: the appropriate venue, focussed delegation and its location together with the date/s would thereafter define venue selection.
3. Briefs to Potential Suppliers & Services
The requirements of each type of supplier and service would form the individual briefs.
4. Selection & Confirmation of Suppliers and Services
From the briefs the selection process would be made together with the agreed Service Level Agreements in each case which would thereafter form the basis of the respective confirmations. Bear in mind that the list of suppliers and services can be extensive covering: registration process / audio visual production / décor / catering / transport / accommodation / ground arrangements / partner programmes and the like.
5. Co-ordination and Monitoring
Thereafter the co-ordinating requirements take place over the period of time between confirmations and showtime.
6. Showtime
Of course by the day of the actual undertaking – no stone has been left unturned to ensure a successful undertaking.
Between the conceptual and logistical planning – the astute reader will draw one specific undeniable requirement and that is TIME. The more time available between the commencement of the conceptual planning to the conclusion of the logistical planning will be the benchmark between success and failure of the event irrespective of capacity or type.
* Helen Brewer from The MICE Academy, is an independent contributor and articles do not necessarily reflect the opinions and views of The Planner.
