2012 operations manual
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The operations manual provides extensive details on executing a program or event. It lists everything needed and follows a resume format with new pages for each day. The resume includes checking activities before events, the events themselves, moving delegates, servicing delegates, and spouse activities. It also details room setups, audiovisual needs, microphone types, conference flow, movement of delegates from arrival to departure, and servicing delegates. The appendix contains contacts, speeches, floor plans, orders, and a VIP list. The goal is to ensure nothing is omitted so everything runs smoothly.
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2012 operations manual
- 1. Operations Manual • Lists ALL OF THE INFORMATION needed to execute your program
- 2. Operations Manual • Overview • Resume • Appendix
- 3. Resume • EXTREMELY DETAILED!!!!!!! • HOW DETAILED…. • IF IT IS NOT LISTED – IT WON’T HAPPEN! • • • • • Checking prior to meal event/activity/meeting occurring Actual Event Movement of the delegates Servicing of the delegates Activities of Spouses/Partners of the delegates
- 4. Resume • Checking prior to meal event/activity/meeting occurring • Actual Event
- 5. Resume • Checking prior to meal event/activity/meeting occurring • List everything/anything required for the particular meal event / activity / meeting Check • ½ hour prior to any meal / activity / meeting • 15 minutes prior to any break • Throughout day for any event that has excess AV or setup using decor/entertainment
- 6. Set Ups • • • • • • • Theater for ___ Boardroom for ___ U-shape for ___ Classroom for ___ Hollow Square for ___ ___ Rounds of ___ Rectangular table for ___
- 7. Standard Audio Visual • Laptop with LCD projector and screen • Overhead with screen NOTE: You will need a table for both the LCD projector and overhead Types of Microphones • Table microphone • Podium microphone • Lavaliere microphone
- 8. Conference Flow Consistency of Space • Reuse same rooms throughout the day • Reuse same rooms throughout the conference Location of Space • Keep rooms as nearby to each other as possible The role of a planner vs. extra staff • • • • Planner oversees Executives/Speakers Planner oversees delegates at events Assistant is the runner/checker Meet every morning and evening to review day
- 9. Resume Movement of the delegates •From Arrival to Departure and anything in between •Check on Flight/Taxi/Coach/Parking arrangements •Pre Boarding •Boarding
- 10. Resume Servicing of the delegates •Phone call checks on various suppliers •Welcome •Goodbye •Meet and greet at airport •Hotel VIP Escorts: Speakers / Company Pres. •Checks on guest rooms status / Views suite(s) •Turns registration table into information desk •Use luggage storage if arrival and departure times conflict with hotel check in and out times
- 11. Resume Format • New Day New Page • Pages Numbered 1,2,3,4 or 1 of 20, 2 of 20 • Time, Name of Room, Who is Responsible, Event, Event Details
- 12. Resume • Extremely detailed document • “Hit By a Bus” format • If it is NOT listed it WON’T happen !
- 13. Overview Snapshot of Conference • From Arrival to Departure • Lists All Meals (B/L/R/D), Events, Meetings, Breakouts and Activities Exception - Coffee Break not required to be listed • Number of people attending • Venue Name • Function Space Room Name
- 14. Appendix • • • • • Contact names and phone numbers Copies of speeches Floor plans of function room setups Copy of Banquet Event Orders (BEO’s) VIP list with photos