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Organisation, Communication, Imagination

The key ingredients to good event management are imagination, communication and organisation. Technology and professional business services are useful tools in the management and implementation of these functions. Imagination is necessary to ensure that problems are solved and decisions reached without complication or confusion. Further, creativity is constantly required when decoration and display are the order of the day. Innovative solutions are always welcomed and putting yourself in a position to bring your own or your client’s ideas to life, on-demand and without complication is a sure-fire way to ensure that everyone involved is more than satisfied with the outcome.

Imagine that you are to organise an event, which will begin with a corporate presentation by a high level representative of a large client company. A number of graphics must be displayed to the assembled audience and will play a significant role in the presentation. Immediately following this presentation the venue must be transformed and the atmosphere completely changed, as the event becomes a purely social occasion. Essentially, the problems evident in such circumstances relate to how information is communicated, both directly and indirectly. The application of audiovisual technology will certainly solve the problem of display, although the quality of the image display will depend greatly on the quality of the technology that you employ. Lighting effects are also vital to the creation of a particular mood. Being able to dramatically alter this atmosphere is dependant on the use of technology that will allow for the creation of certain features, which will be prominent in the overall look of the venue and can then be removed and possibly replaced with others.

Magpie audiovisual is a leading audiovisual services supplier, which services day-to-day business meetings but specialises in regional, national and international conferences. Magpie can provide everything from basic equipment rental, screen, projectors, tv monitors and microphones, to the very latest high-tech, wide screen projections. The company is particularly proud of its new audio-visual presentation package, the panoramic widescreen. This technology allows clients to present events in impressive widescreen format but using standard Power Point. Magpie can either manage the graphic production for you or advise you on how best to use the technology. The sheer size and quality of such technology allows clients to display necessary graphics and information to the full and to use screens as the primary components of backdrops or sets, which further enables for the total transformation of the atmosphere with the flick of a switch. Now, to tackle organisation!

Once again, imagine yourself in a hypothetical situation. In this case you have discovered what appears to be the business opportunity of a lifetime. Imagine that to take advantage of this opportunity you must meet several times over the course of a six month period with a group of individuals who speak only Japanese, while you yourself speak only English. During these meetings you must always be alert and capable of paying full attention to the proceedings. In order to close your ‘deal of a lifetime’ you must solve a number of problems. Firstly, you are unable to communicate with the Japanese group. Secondly, you need to find a means to allow you to review your previous meetings before advancing to the next stage of the process. Thirdly, you must be free of distraction during meetings and thus capable of taking advantage of any opportunities that arise. Interpreters can facilitate your communication with business people who speak a language that you do not understand.

Further, several interpreters can be employed to ensure that a group of people, each of whom speaks a different language, can hold meaningful negotiations. A reporting and transcription service will allow you to apply yourself to the business of your negotiations, safe in the knowledge that all proceedings will be documented and recorded for future review. In order to help you to win that dream business opportunity with your Japanese friends, Ubiqus reporting offers reporting, transcription, translation and interpreting services, all of which will be specifically tailored to your needs. Ubiqus has been in the reporting and transcription business for 60 years and provides a global service to meet the needs of the global business community. Ubiqus Reporting Ireland is part of a larger group, which has offices in the UK, US, France, Germany and Spain. Due to the company’s world-view it is capable of handling small to unusually large volumes, it can take advantage of time differences to expedite delivery and can react quickly to cover meetings any where in the world. The company’s client list boasts a host of household names such as GlaxoSmithKline, AstraZeneca, Compass Event Management and World Bank; however it also has on its books a range of small to medium businesses.

When you need full legal verbatim transcripts, summaries, coverage of investor relations or external communications or any of a range of similar services, let someone else take the notes, manage the data and deliver it to you by deadline and in the format that you need…now that’s organisation made simple! Thus, whether you need someone to manage your meeting notes or beam your logo across a room to put your stamp on an event, there is a professional service that you can count on to help you organise, communicate, and let your imagination run wild!

Selecting the right venue

Selecting the right venue for your meeting, conference or other event, can make all the difference to the outcome of the create a high point in the company’s year; the wrong one could undermine months of effort and expense. Many conferences are remembered by the name of the venue rather than the theme of the event.

Everyone has a view when it comes to choosing venues but you have to balance a number of conflicting requirements. This section looks at the choices open to you when you select a venue, with particular emphasis on the following:

• Location
• Capacity
• Facilities
• Timing
• Cost
• Quality
• Conference Space
• Accommodation
• Outdoor Pursuits
• Overseas Venues