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

2. 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

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

4. 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

5. SMART OBJECTIVES OF EVENT

6. 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?

7. 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…..

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

9. 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.

10. Barbie

11. Shrek

12. Hollywood

13. Hunting

14. Starry Night

15. 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?

16. Seating styles
Find pictures…..

17. 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

18. 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

19. 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