Please enable JavaScript.
Coggle requires JavaScript to display documents.
Event Planner Freelance (Asun Gaju) - Coggle Diagram
Event Planner Freelance (Asun Gaju)
WHAT is
An event planner freelance is a self-employed person that can organize a MICE event upon request
DMCs hire them if they have a period with a lot of work and groups on site that they cannot cover with their own permanent staff.
Main Duties
Accounting: budget calculation & invoicing
Pays attention to all details
Expert in logistics and control
Team work
Contact with suppliers (make sure they are fully insured)
Duty of confidentiality
Anticipation
Incoming Freelance
Vehicle dispatch both for transfers and tours
Hotel check-in and conference services such as meeting space, audiovisuals,
etc.
Meet & greet services at the airport or at the hospitality desk of a hotel
All F&B functions both inside and outside of the hotel such as breakfast, coffee
breaks, lunch, snacks, picnics and dinners
Sometimes the freelance also do “the advance” to the restaurants or venues
Support in case of incidents such as lost luggage, stolen belongings (passports,
cameras, phones, etc), medical assistance, etc.
Inspection visits
Outgoing Freelance
All F&B functions both inside and outside of the hotel such as breakfast, coffee break, lunch, snacks, picnics and dinners
Activities
Vehicle dispatch both for transfers and tours
Support in case of incidents such as lost luggage, stolen belongings, medical assistance, etc.
Hotel check-in and conference services such as meeting space, audiovisuals, etc (relationship with the hotel staff).
Liaise with the relevant staff at the destination (local incoming freelance, DMC personnel, etc.)
DMC's
Advantatges
Hire freelances allow the DMC agency to have a smaller structure.
Having an expert to help in peak moments.
Free-lances are mostly requested to have a liability Insurance.
Confidentiality guaranteed (signature of a confidentiality contract).
The agency does not have additional fixed costs, since the freelance is paying for his/her own taxes and social security cost.
Disadvantatges
The freelance “could be” less committed than the permanent staff.
Freelance costs have to be kept confidential as if the regular staff was aware of the freelance fee, they would not understand why the per hour rate of the freelances is higher than theirs
The freelance needs to adapt him/herself to each agency’s programs and the way information is saved in their data bases.