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Event organiser freelance - Coggle Diagram
Event organiser freelance
Asun Gaju
Freelance Incoming and Outgoing MICE events
Event Organizer Freelance
Oficial guide
Sant Ignasi Tourism School BCN
Tasks before launch or dinner function
Control participants’ identifying badge if necessary for venue access.
Have a clicker handy (people counter)
Check how many seats the bus have
Don't open the rear door to have more control over participants
1h before call transportation driver to be 10 min before there
Advise the DMC event planner when we are departing and of the exact number of
participants that we have on the bus
Be aware of the route to the hotel, restaurant or venue
5/10 minutes before getting to the restaurant or venue, contact with the event planner again so that the welcome drink is ready, and cold
At the restaurant/venue, help directing people around and help with
the duties that the DMC event planner has assigned us.
Good attitude towards clients and collegues
Important to take into accout
Arrival to the airport (different exits)
Keep confidential
Menu restrictions
Be careful with the persolan image and dress code
Intolerances / diets (assistents)
Messages on the bus are important
Capacity of the venue
Load and unload buses in front of the hotel, venue, restaurant (have enought space and parking permision)
Transportation
Minibus (9-25)
Bus (33/50/70)
Van (6-7) depending on the luggage
Car VIPS(2)
Disadvantages for the DMC
The DMC agency pays for its workers’ social security costs/ freelance pays 15% for taxes and Social security
Freelance costs have to be kept confidential ( rate per hour higher than regular staff)
The freelance “could be” less committed than the permanent staff
The freelance needs to adapt him/herself to each agency’s programs and the way information is saved in their data bases
Advantadges of hiring an event planner freelance
Are experts (lots of years in the sector)
Small structure
Cheaper (no pay for social security)
Allos DMC have smaller structure
No aditional fixed costs
Confidentiality guaranteed (signature contract)
Duties
Acocunting: budget calculation and invoicing
Teamwork
Expert in logistics and control
Contact with suppliers
Anticipation
Duty of confidenciality
Event planner freelance MICE Industry
Gala dinner manager
Transportation Mg
Full project manager
MICE Industry
DMC (Project MG. permanent staff)
External project MG. freelance (office/home office)
External coordinator freelance (onsite)
Incoming: per service or for the whole group
Outgoing: full day abroad
The outgoing freelance can either travel with them
Or already advance the destination and wait for the group at the hotel in Milano to check that all services are ready for when guests arrive
Official guide for mice events
Tours only
Guiding on a transfer
Wet weather plan
Gala dinner venue explanation
