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International Student Council Leadership and Management Seminar

This document outlines guidelines for planning an international student council leadership and management seminar. It divides the process into three phases: before, during, and after the event. Key steps include creating a budget and timeline, selecting a venue and dates, assigning roles to team members, conducting rehearsals, and providing communications and feedback after the event. Effective planning and coordination are emphasized to ensure all tasks are completed on schedule and the seminar runs smoothly.

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Mangar Mawut
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74 views22 pages

International Student Council Leadership and Management Seminar

This document outlines guidelines for planning an international student council leadership and management seminar. It divides the process into three phases: before, during, and after the event. Key steps include creating a budget and timeline, selecting a venue and dates, assigning roles to team members, conducting rehearsals, and providing communications and feedback after the event. Effective planning and coordination are emphasized to ensure all tasks are completed on schedule and the seminar runs smoothly.

Uploaded by

Mangar Mawut
Copyright
© Attribution Non-Commercial (BY-NC)
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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INTERNATIONAL STUDENT COUNCIL LEADERSHIP AND MANAGEMENT SEMINAR

Divide the project into 3 main agenda


BEFORE THE EVENT DURING THE EVENT

AFTER THE EVENT

Budget list for all eligible cost Drafting the Project timeline and To-do list Select the best and relevant person into your project team

All about event :


Aims Venue & duration

People
Concept

Remember !
Write an event briefing note and be realistic about

timings

Event Agenda:
Aims and goal of Event

make your agenda diverse, varied, and interesting;


it should be designed to increase the visibility of your project results by reaching out to as many potential users and stakeholders as possible and to meet delegatesneeds.

Remember !
Write an event briefing note and be realistic about timings

Venue ,Time & Facilities


Venue

Site visit to the event venue Remember there is often a timescale for booking the venue, the further in advance of the event the better. Many venues have 'peak' and 'off-peak' times which will have cost implications depending on the time of year the booking is made. Location does matters

Venue ,Time & Facilities


Facilities

Identify the arrangement on facilities provided at the venue Audio visual, furniture, power and network point of service (a draft diagram of arrangement helps) Staffing assistance (catering, photographer, secretariat, security etc. ) Registration area, signage, emergency contact and procedure
MUST DO :Establishing the deadline into your event planning roadmap.

Venue ,Time & Facilities


Time

Things to consider when choosing a date: School holidays/public holiday/religious festivals; Similar events on the same topic (try to avoid competition) Internal work calendar (pick a period when there will be enough staff capacity to prepare for the event

Event & People


Event Title

The title should give a clear indication of what the event is about and, as general rule, the shorter the better.
Content

Look for any other events on the same/ closely related topics this is a quick way to get an idea of what the current issues are.

Event & People


People
Identify the relevant stakeholder , people that can endorsed and disseminate your project result Contributor must be able to deliver task ,and always get the involvement of top management

When making decision about your event, always ask yourself what your audience would find most interesting, helpful and useful

Event & People

Event Title

The title should give a clear indication of what the event is about and, as general rule, the shorter the better.

Brief your team role


Allocate the team role according to role and

location Write a brief note for staff about their role


Some must have role during event:
Usherette To man reception desk (minimum 2-4 people depending on the number of delegates or participants Technical team (to check the venue setup

Check up list !
Check the reception desk ( goodies,registration

forms, event list) Set up signage to the counter and to other related venue Ensure that people at the desk will be welcoming and informative to the guest Check the equipment audio/visual and furniture layout in all room Contact person of person in charge of every role and venue

Check up list ! Communication channel


Ensure that communication channel among team

is properly connected (walkie talkie ,pager helps)

Speakers note
A briefing note for speakers can be left on their

top table; this should identify clearly the timing and role of the speakers during the session (i.e. role of chair, presenter, rapporteur).

Check up list !
Timing
Timing is a key priority as all arrangements have been

made in advance (i.e. catering times etc). You should therefore ensure that the agenda is kept to its timing.

Conduct rehearsal or dry run of the event to ensure that timing estimation and job role is well noted

Immediate follow up activities include: replying to query sheets; adding people on the mailing list; analyzing the feedback given on feedback forms.
Collect feedback from audience regarding venue and event organization process

Media & PR round off initiate post communication with the media contact and the impact of the event

Send thank you note to the speaker, and also guest of honor.

Post mortem meeting with all the team member to discuss feedback and also improvement for the next event
Produce the event guideline documentation

Different event requires different knowledge and various of supporting resources


Talk to people and get update dynamically of each type of event conducted

Planning an event at least 6 months before you want it to happen

Use planning tools to help on your planning (post-it notes, Microsoft Project, Powerpoint,Visio)

Work smart!

COMMUNICATION is the key

Frequent meetings, briefings and rehearsals are needed for everyone to understand what their responsibilities are and how they need to coordinate Effective communication and coordination mechanism during the event

. Don't try to blame others for anything for might go wrong

DONT PANIC

Have a back up plan in place

Safety is a paramount

. SMILE and keep cheerful and positive disposition it lowers stress for everyone concerned

Thank you..

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