How It Works

Every organisation is unique. A typical sequence of events up to approval of the meeting or event plan and the issue of invitations is as follows:

First Meeting With You

At our first client meeting we explain our range of services, ask questions and listen carefully. We are particularly keen on understanding objectives for and expected outcomes from the meeting or event and how these link to the broader corporate or unit mission and goals.

Draft Specification

Next we draft an outline specification for consideration by the client giving our understanding of:

  • objectives
  • services required
  • expected outcomes
  • timetable
  • budget
  • meeting/event team structure and responsibilities
  • communications channels

For public sector engagements, a public tender may first be required and a partial specification of requirements may consequently already exist. This framework document can be subject to a number of iterations before it is finalised and agreed and we are awarded a contract. Non-Disclosure Agreements are often a part of this process.

The Inside Track

We are brought onto an inside track, as necessary, for effective planning, organisation and successful delivery of the meeting or event. For example, we need to be briefed on the organisation’s mission, vision, goals, customers, competitors, suppliers, strategy, personnel, operating plans, results and finances. Previous events are reviewed and all feedback is analysed. External research is conducted as required.

Stakeholder Interviews

Key insiders and perhaps important external stakeholders are identified and interviewed by IMEF to determine individual, departmental/divisional/unit and external stakeholder perspectives, objectives and past experiences with meetings and events.

Event Team

A meeting/event team is brought together for the first time. IMEF’s systematic and detailed briefing and planning framework is applied. The team meets at regular intervals either face-to-face or on Skype and the senior managers are consulted and updated at all stages. Team members are tasked and IMEF has oversight responsibility.

Plan & Timetable

A draft plan including detailed agenda and timetable are drawn up and realistic budget estimates are prepared. After a number of revisions, as dictated by circumstances, this will eventually go to senior management for consideration and approval.

Logistics Put In Place

Once the plan gets the go-ahead, detailed preparations and negotiations with suppliers begin.

Execution

We are very conscious of the content and quality of communications to all parties, for example:

  • invitees
  • clients
  • employees
  • service providers
  • head office

We are very sensitive to individual needs and take particular care to communicate clearly and effectively.

Reporting

We will produce a comprehensive review of your meeting or event including reports on budget and other pre-agreed deliverables.