Conference and Events Management Learning Unit : RSVP Management Session to complete module: 23 Current session: 23 Date: 16/04/2013

Learning Objectives Explain the importance of invitations. Create effective invitations. Discuss online bookings in events management. Explain invoicing in RSVP Management.

What does RSVP stand for ? French word. Respondez s`il vous plait – Please Reply!

1) Introduction One of the main challenges when organising an event is people not responding to their invitations – this is how you will determine how may people will be attending the event!!! Important – catering with a set menu. This problem is two fold: You have to get people to accept or decline the invitation. Need to ensure that people that do indicate they are attending do actually show up.

2) Importance of the invitation The key to a successful event is the invitation!! Business – receive invitations to many events – you invitation needs to catch their attention and make them want to attend!! Hand delivered invitations are rare nowadays – make you invitation stand out. Especially if you are inviting media. However – the production and delivery of special invitations are expensive.

2) Importance of the invitation Refer to the medical waste supply company – invite Page 141. Invitations sent by post – less common, however can be very attractive and can specifically targeted at the correct person. Invitation can get lost in the post. Email Invitations – has the advantage of reaching the targeted guest quickly, easy to respond to email, however response rates often low and spam filters may block beautiful created invitations.

3) Key Points when designing invitations The day and date of the event must be included in the invitation – must correspond. Starting time and expected finishing time must be included. Make it clear weather its is morning or afternoon by using am/pm. Address of the venue must be included – if difficult to find – include may, directions, GPS coordinates.

3) Key Points when designing invitations Invitation should state the reason for the event – workshop, cocktail party, a launch or speech? Dress code must be included – be specific as possible – Black tie, traditional, cocktail dress, smart causal? – if you do not put a dress code – do not be surprised at what will wear. Do not waste time writing RSVP –refer to textbook Page 142

3) Key Points when designing invitations If people have to pay to attend the event – state this upfront! Indicate how people can make payment – credit card, bank deposits. If you are using a website – where people can make payment – make sure the link works and its is a simple process. Clarify what the price includes – dinner and wine on table or cash bar available? If everything is included in the price – indicate that the guest is a VIP Ask guests to indicate if they have dietary requirements, when accepting the invitation.

Example of Invitation Refer to Page 143

4) Online bookings Event organisers – make use of online bookings – simplifies the process – reduces times spent on managing invitations.

4.1) On-line forms Online registrations – very popular, speeds up the process of enquiry and the payment of registration fees for events. This system – makes it easier for the event manager, provide immediate feedback. Advantages: It makes it easy to offer repeated events. Makes it easier for the event manager to collect, aggregate and view registrations.

4.1) On-line forms Provides convenient means for communicating with delegates. It provides the means for coordinating with delegates. Test the online registration – before sending to delegates. Put yourself in the delegates place – can you book for more than 1 person on the same form? Simple and easy to understand?

4.1) On-line forms Other large registration systems – hire the necessary computer equipment, so that on site registration can be done and name tags can be made as people arrive. Done at large trade shows or exhibitions – such as the Indaba.

4.2) Database management If a practical electronic registration form designed – create a database for every guest and create control lists – such as the guests accommodation, payments etc. Data base track the guests menu variations – for example Halaal guest could be grouped together – easy ordering meals. Link this info – table number s- know where each guest is sitting.

4.3) Name Badges Online data bases – used to create name badges. Names of the delegate, company he/she works for, type of delegate. Must be legible from a distance. Accurate, non damaging to clothes, durable. Replaceable badges – must be avaiable Good idea to include the event logo on the name badge or colour code the badges – media, VIP`s and speakers can be easily identified.

5) Invoicing Money received from the event – must be paid to the clients designated bank account. – which the event manager has no access to. Protects the event manager, no tax complications. Online registrations – must issue invoices – these must have invoice numbers. Event manager – up dated regularly – chase done outstanding invoices/payments. End of the event – compare invoices sent- payments received and delegates attended. Any issues – delegate does not pay – must be solved by the client.

Activity After reading through the points to be considered when designing invitations. In groups of 2 – Design an invitation for the Tourism Indaba 2013!!!!

Home Work Refer to page 147–148 of module guide and complete all revision questions.