Monitoring Social Activities

It is equally likely that you will adopt a high-profile position with regard to the social programme – you obviously want to ensure that any shortcomings identified at rehearsals have been dealt with and the activities really are suited to participants and complementary to the overall business programme. Also, speakers, delegates and their partners will inevitably approach you with any problems as they arise, often expecting you to correct them on the spot.

Are all the social activities going well?

Catering:

Are the reception, coffee and tea breaks, lunches, dinners and the banquet all now satisfactory? Are their minor errors?

Partners’ activities:

Is everything satisfactory inside the hotel and/or conference venue and outdoors? Think of occasional mishaps like say a person has lost his way to the conference or failed to reach on time.

Speakers’, delegates’ and partners’ activities:

Is everything now acceptable indoors and outside the hotel and/or conference venue? Are there odd mistakes here and there, perhaps an insufficient number of seats booked for the theatre visit? Can you telephone and reserve one or two extra ones?

Are the different activities being approached in an appropriate manner?

Catering:

At the buffet lunch, have you just realised that most delegates have been standing during a product demonstration and examination? Bring in more seats.

Activities for speakers and delegates :

Have they been left to themselves? Are some looking confused or unhappy and unsure about what they should do? Recommend various external activities, promptly seeing to transport, tickets etc.? Are others reluctant to attend, but worried that they may cause offence? Stress that everything is optional and indicate alternatives.