Event Management

A Proven Approach For Successful Events And Meetings

Cambridge Consulting has been active in the field of organization effectiveness

for over 20 years. As part of our work, we specialize in assisting our clients in
maximizing the value of their events, and to execute results that matter. Over
this period, the professionals at Cambridge Consulting have organized and
facilitated workshops and meetings for our clients around the world. As
recognized experts in project management, we know what it takes to make these
events successful, and we work with our clients to make each and every
engagement exceed their needs and expectations.

We treat every engagement as a project, where we help our clients to:

Define a clear outcome
Identify all involved parties
Understand the needs of the key stakeholders
Develop a plan that will ensure success (this includes both an event logistics
plan and a meeting plan)
Mange hand-offs to ensure that nothing falls through the cracks
Develop measures for success for both the event logistics and the
meeting/workshop
Ensure clear communication throughout the engagement
Identify and mange risks associated with the event
Take a team approach to achieving the outcome, and ensure that everyone on
the team has what they need to be successful

If The Event Is Important, Dont Take Chances!

We understand that it is often the little things that make the difference between
a successful event and on that is just acceptable. As such, we do more than
just Murphy-proof the plan. We always look for unique ways to add value for
the event sponsor and meeting participants.

As an example, we understand that you are thinking about investing in an event

with the intent of getting participants to interact and collaborate on an important
topic. Asking people to take the time out of their busy schedules to attend a
meeting means that the perceived value of the meeting must be high to justify
the time away from the office. Our primary goal in these situations is to assist in
building an agenda that maximizes collaborative discussion and networking, and
results in meaningful action after the meeting.

How We Ensure Your Success

Our approach involves working to ensure that the technical goals of the meeting
are clearly defined and executed. In parallel with this effort, we take steps to
ensure that the logistics requirements of each event are carefully managed.

Our approach includes several interdependent aspects of what it takes to make

these events successful. They include:
Clarify the purpose of the meeting/workshop: this step is often the most
important as it serves to ensure a targeted session, and it makes it easier to
manage participant expectations. It is the basis for all actions that follow
Identify the event team: In order to achieve the purpose of the meeting, having
the right people involved along the way becomes critical.
Meeting agenda: This is the primary reason for the event, so the ability to answer
the question What will we do to achieve the purpose of the meeting? is
essential to ensuring a successful event. It includes what will be covered, why,
how, when, and by whom.
Venue selection: The best meeting site will one that will contribute to the
meeting purpose within the cost and logistics constraints of the event.
Develop event plan and timeline: This includes everything that must happen
before, during and after the event.
Develop a risk management plan: Important items fall through the cracks by
neglect, not by intent. As such. It is important to think through what could go
wrong, and plan preventive and contingent measures in advance. Having a
plan B can be a critical factor in making an event successful.
Develop a communication plan: It should be assumed that all stakeholders
involved in the event (including the sponsor, participants, site personnel, etc.)
are very busy, A good communication plan includes all the notifications,
reminders and confirmations needed to minimize missed messages and
commitments.

A more detailed description of what each of these elements entails is included

below.

How We Cover All The Details

Clarify the purpose of the meeting/workshop:
Identify specific event outcome(s)
Identify event stakeholders (e.g., participants, event sponsors, meeting site
personnel, administrative, etc.)
Identify stakeholder needs and wants through interviews, meetings and surveys
Identify meeting/workshop deliverables (i.e., what will be produced and delivered
as a result of the meeting, and who will receive each deliverable)
Agree on measures of success for the event, and how each will be captured
Identify constraints associated with the event (e.g., cost, duration, meeting
content, etc.)
Identify assumptions being made regarding the event
Identify the event team, including:
Event sponsor(s)
Content presenters and subject matter experts
Meeting facilitator
Administrative support personnel
Meeting site personnel
Meeting agenda:
Develop draft meeting agenda, timeline and deliverables
Submit meeting agenda for approval; revise as needed
Determine who will participate in each agenda item
Determine material needs to support the agenda
Venue selection:
Evaluate potential meeting venues and recommend the best site
Confirm site selection, and administer appropriate contracts with the venue

Arrange for site set-up and breakdown

Make hotel arrangements as needed
Develop event plan and timeline to include:
Review of and adherence to relevant policies, procedures, etc.
Any pre- and post-meeting activities
Meeting facility requirements and layout
Travel support and administrative activities (e.g., air, hotel, directions, etc.)
Administrative activities, approvals, documentation requirements, etc.
Pre-meeting reading and other preparation activities for participants
Pre-meeting preparation material development, production and distribution
Meeting material development, production and shipment to site
Arrangements for meals and refreshments
Arrangements for networking and other social events
Post-meeting reports, action items and data distribution
Post-meeting administrative items (e.g., managing facility invoices, participant
travel expenses, etc.)
Develop a risk management plan to include:
Identification of significant risks and mitigating actions
Identification and management plan for key hand-offs within the plan
A RACI chart showing responsibilities and interdependencies within the plan
Develop a communication plan to include:
Initial communication to participants describing the event
Formal invitation to participate
Confirmation of participants
Delivery of meeting logistics information to participants
On-site registration and assistance (e.g., with hotels, travel, meeting support,
etc.)