First meeting with the client

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Presentation transcript:

First meeting with the client Learning Unit 2 First meeting with the client

Objectives Understand how to ask the right questions to elicit all necessary information during an initial client meeting Identify the possible constraints that could impact on SA events Explain the nature of tenders

Introduction Meet to establish expectation Determine standard Could be 1-2 hours …

Purpose of event Purpose help with planning… Why do people hold events: Get info Give info Change attitudes or perceptions Promote an idea Socialise and exchange ideas Boost morale

SMART OBJECTIVES OF EVENT

Event constraints: Timing Plan events way in advance. International 2 – 3 years… even more Could also be 2-3 months….. It depends Ask the client to understand: Event tied to other event/time? Needs specific date? Is event date flexible? Enough time left to achieve purpose of event Enough people to help achieve purpose of event? External sources? Enough time to get the best resources?

Constraints: Budget What is budget? Include or exclude VAT? Budget decisions made by client or other departments? Tender / Quotation procedure for suppliers? IF TICKETS NEED TO BE SOLD…… THE FOLLOWING NEEDS TO BE ASKED…..

Sponsors? Outside funding available? Any money available to start the process CUT-off? Losing money, cancel event

Constraint: Theme Themes help to “sell” an event. Needs to be attractive and memorable Ask the following: Logo? If not, design one… Will a theme work for the client Corporate colours which incorporate Need decorators and florists Entertainers…. Know the theme? Lighting, sound or video recording to help with theme.

Barbie

Shrek

Hollywood

Hunting

Starry Night

Five essential event questions p. 19-22 Who is coming? What kind of an event is it? When will the event be held? Why would people want to come? Where will the event be held?

Seating styles Find pictures…..

Request for proposal and tenders Procurement policy = request for proposal (RFP) Policy might say – request 3 quotes from suppliers. International events might have a more formal procurement policy. * Procurement = obtaining

Request for proposal (RFP) RFP with date and indication of budget. Ticket sales for event…… call for a bid. Tender? Procuring (obtaining) suppliers for certain products. Usually used by government Want someone to do the work, for a price. P. 27 – Example of a tender

ICE -for attendance You are asked to plan a year end function for CNA. Name 10 possible themes for the event. Draw the cabaret and U-shape seating styles Discuss why time constraints is so important