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Mice Net : October 2009
mice.net 71 Q&A Q: Do you outsource anything? Entertainment for example? How do you manage this? A: Yes, we outsource all our travel and accommodation requirements to The Aerius Travel company and media and communications to the college m edia company, s2i com munications. If we do h ave entertainment I book and communicate with them directly. We often do have entertainment at our welcome cocktail party, gala dinner and admission of new fellows and awards ceremony. I have already booked a string quartet for the admission of new fellows and awards ceremony for Pathology Update 2010. Q: What is the hardest part of your role? A: For them I am one of 100 clients, but to me the hardest part of my role is time management and managing relationships. As I am in-house and a team of one, managing time and making sure that things do not fall through the cracks is extremely important. I remember things in the middle of the night and wake up and write a note to myself. [In terms of] managing relationships, this is an external factor and making sure that the organisations and companies I work with do what is expected of them. For them I am one of 100 clients, so to me the college is the most important. I do not feel I am alone in these two issues I have identified, I am sure that they are universal. Q: Do you have any tips for negotiating with suppliers, particularly venue operators? A: In all relationships: treat people how you would like to be treated, be professional, straightforward and explain who your organisation is and what your project is. [With suppliers]: try to do as much research as possible on competitors, read the contract, and meet face to face to discuss your project. There is over-reliance on technology and emails. [With venues]: explain who your organisation is and what your project is, read the contract carefully, ask a lot questions, and make sure that you meet with all departments. Q: How do you choose one venue over another? A: Pathology Update has been housed at the Sydney Convention and Exhibition Centre since 2002, therefore we have had eight consecutive annual scientific meetings at the SCEC - very lucky for SCEC! The location has been determined by a survey, feedback and focus groups along with which state has the most fellows. Pathology Update 2010 will be at the new Melbourne Convention Centre - good luck Melbourne! Pathology Update 2011 is planned for the Sydney Convention and Exhibition Centre and who knows where to from 2012 onwards. Q: Do relationships with key venue personnel come into the equation? A: Yes, all the time and u nfort un at ely relationships are n ot emphasised enough and they are so important. You need to maintain an open, clear and honest relationship with your key stakeholders when you are organising an event. These include: venue, exhibition builder, AV company, dinner venue, entertainment, and transport. Q: From your experience what would you recommend others working in similar positions within associations be wary of? A: There is nothing to be wary about working for an association. Only good things! I am very proud to work for the Royal College of Pathologists of Aust ralasia. However (there is always a however), working for a not-for-profit means you are more aware of the dollar that you spend and making sure it is spent correctly. I am also very aware that I work for a member based organisation so my job is to provide a service for the college fellowship... they employ me. production production signage signage design design hire hire draping draping SHOWROOM 5-7 Bourke Rd Alexandria NSW 2015 T 02 8399 2299 F 02 8399 3377 www.decorativeevents.com www.decorativeevents.com