FREELANCERS & GUIDING (Asun Gaju)
Official guide for MICE events
Is who can do visits for MICE upon a request, guide tours, transfer, gala dinner explanation
External coordinator freelance (onsite)
Outgoing: full day abroad
Incoming: per service or for the whole group
HIRE A FREELANCE
Advantages
Disadvantages
Mostly requested to have liability insurance
DMC can have smaller structures
Additional fixed costs
Experts
Confidentiality guarantee
They could be less committed than permanent staff
It's expensive
Needs to adapt to each agency programs
Freelance cost have to keep confidential as if the regular staff was aware of the fee
Duties:
Contact with suppliers
Expert in logistics
Budget calculation & invoicing
Attention to details
Team work
Type of transportation
Double deckers & deluxe buses
Small Buses & big buses
Private car for 2 pax + luggage
Mini bus for 8 pax + luggage
Airport operations
Adjust the amount of people staying at each hotel to arrange the buses
Staff inside each bus to remind the guest to be aware of their personal belongings
Staff inside the airport to help the group with everything they need
Special operations for the staff: transfer to the airport, catering, rotations...
Staff covering all the exits
Load & unload buses
If it's a night event, prepare very well the timing with the buses because the law don't allow drivers to spend more time driving. Don't improvise
Police permit to park the buses in the road
Limited time to park the buses, as they are in a public space and police can fine you.
Tasks before a gala dinner
See if the welcome drinks are ready
Advise the DMC when departing with the exact number of participants
Call the driver 1h before to check everything
Be aware of the route to the hotel, venue & restaurant