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23 Cards in this Set
- Front
- Back
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Define event stakeholders. |
The many organizations and individuals with whom the event interacts - including attendees, workers, suppliers and the broader community; these people all have an impact and are affected by the decisions made in planning and delivering the event. |
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What must an event professional do in order to have an effective stakeholder approach? |
Take into account their responsibilities to others and adopt a consultative demeanor, including stakeholders in the event's decision-making process (this can lead to attraction/retainment of employees, suppliers and customers and support a strong organizational image and enhanced ability to meet core purpose and business objectives). |
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What are the differences between external stakeholders and internal stakeholders? |
Internal stakeholders include the owner of the project and owner of the budget, business owners and employees of the host organization, while external stakeholders include attendees, sponsors and the community where the event is taking place. |
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Define event owner and budget owner. |
The event owner is the person who has requested the event and is responsible for defining its overall objectives and measurable outcomes. This person serves a critical role and is in a position to allocate resources, engage with other stakeholders, influence change and remove barriers to ensure the event's success.
The budget owner has overall responsibility for the income and expenditures related to the event (is accountable for financial costs and liabilities) and focuses on the organization's business objectives; may be the same person as the event owner |
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Define event attendees/participants. |
People whose participation is required to achieve the designated event objectives; can come from both internal and external areas of the organization (employees, customers, suppliers, partners or a combination of various groups) |
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Name 4 key roles/internal departments that apply to the majority of event. |
1. Finance - should be engaged early in the planning process (event professional's role is to focus on ways to achieve event owner's goals while ensuring that financial liabilities are minimized and to inform the finance team of any important considerations for supplier selections) 2. Procurement - responsible for sourcing, contracting and paying for goods and services (also has a key role in auditing); often referred to as the "purchasing department" 3. Technology - especially important if specialized meeting technology needs to be incorporated into an event; may assist in selection of RFP tools, registration software, housing tools, exhibition management, social media and on-site attendee networking systems 4. Legal & Risk Management - Advisors who should be engaged prior to contracting in order for legal and financial risks to be minimized |
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List the internal stakeholders typically associated with events. |
- Organization owner (CEO, Board, etc) - Event Owner - Finance (treasurer, CFO, accounting) - Procurement - Travel department - Sales & marketing - Technology - Legal/risk management - Security - Ethics & compliance - Sustainability department - Human Resources - Training & development - Facilities management
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What is the purpose of a stakeholder interview and who should be interviewed during this process? |
Stakeholder interviews help to uncover the interests, issues and priorities for each stakeholder. The stakeholders who will have the greatest influence on the success of the event should be top-priority in scheduling interviews.
Information gathered during these interviews is then used to develop a stakeholder profile. |
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What information should be incorporated into the stakeholder profile? |
- Stakeholder details (name, job title, role) - Connection (why is this event important to them) - Key values (helps to determine KPIs) - Sphere of influence (what relevant individuals/groups the stakeholder can influence) - Preferred communication channels - Key stakeholder objectives for event - Measures of success (based on previously defined KPIs) - Information required (format and frequency; how info might be used) |
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Give an outline of the typical structure for a stakeholder interview. |
- Introduction - Define event and event professional's role - Set context (event owner, objectives and desired outcomes) - Outline why stakeholder support is needed - Identify possible conflicts with other stakeholder groups - Complete stakeholder profile - Answer questions - Confirm level of engagement - Agree on next steps
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List the external stakeholders typically associated with events. |
- Participants/attendees - Suppliers (hotels/venues, DMC, caterer, freight forwarder, transportation, AV, etc) - Media - Partners and contributors (exhibitors, sponsors, speakers, etc) - Local community organizations and businesses (CVB, local governments, surrounding businesses, etc) |
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What are the four different categories in which stakeholders can be placed? |
1. Low Interest and Low Influence - should be monitored but does not require extensive communication 2. Low Interest and High Influence - should be kept updated & involved in planning process with a goal of keeping them satisfied/interested (ie. budget owner). 3. High Interest and Low Influence - should be kept informed of event plans (ie. volunteers) 4. High Interest and High Influence - significant time should be allocated to managing these relationships; keep them engaged and updated (ie. event owner) |
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What is the most likely reason for lack of stakeholder support? |
The lack of a clear and mutual understanding of the event's purpose. |
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What different types of communication might be used with stakeholders? |
1. Regular written communications (to update on progress towards event objectives and highlight issues/concerns and solutions) 2. Customized electronic tools - depends on complexity of event and number/geographical spread of stakeholders (ie. event-specific website, intranet, social media, online sharing group, e-newsletters, etc) 3. Face-to-Face Meetings - schedules need to be confirmed well in advance and agendas distributed; purpose of meetings is to review progress, create project plans and contribute towards project deliverables |
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What are three factors that most frequently affect the success of an event? |
1. Failure to identify key processes and assign ownership. 2. Failure to apply a robust improvement approach that builds an understanding of fundamental root causes of problems. 3. Failure to measure the right things. |
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What four things are event professionals involved with in order to maintain position long-term relationship with event stakeholders? |
1. Communication 2. Recognition 3. Conflict resolution 4. Legal considerations |
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List some objectives which are satisfied by effective communication with event teams and stakeholders. |
- Inform team members of roles/responsibilities - Track those responsibilities and encourage accomplishment of objectives - Motivate and inspire stakeholders to be fully engaged - Share the organization's values and match them with stakeholder behaviors - Empower stakeholders to meet their responsibilities and expectations
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List some information that is typical to share with team members. |
- The purpose of the event and why it is important to the organization - What the organization expects to achieve through the event - A list of the stakeholders and their reasons for having an interest in the event - The expectations of the stakeholders - Potential obstacles and how to overcome them - Individual roles/responsibilities for meeting stakeholder expectations |
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What are some things to consider when developing a reward and recognition program for stakeholders? |
- The program should be part of the overall strategy to improve performance - It should be applied visibly and fairly across the organization - It should be appropriate to the culture of the organization - It should be adaptable to different regions - It should encourage teamwork by creating a culture in which individual and team success is identified and people value the contributions of others |
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What are the advantages and disadvantages of holding individual meetings as a means of team communication? |
Advantages: - Personalized - Can cover confidential questions/concerns
Disadvantages: - Others may feel excluded - No standardized messages to everyone - Different interpretations of key messages |
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What are the advantages and disadvantages of using written communication as a means of team communication? |
Advantages: - Key messages are easily communicated
Disadvantages: - Too much info may not be read - Reduced opportunity to ask questions - Different interpretations of key messages |
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What are the advantages and disadvantages of holding team meetings as a means of team communication? |
Advantages: - Save time by explaining key messages once - Clarify interpretation and issues/concerns through questions and discussion - Peer pressure to conform - Create team atmosphere from the start
Disadvantages: - Not everyone can attend - Larger group to manage - Written info also needed for key messages |
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What are some specific areas to research in regards to stakeholders' differing culture/customs and protocol prior to the event? |
- Expectations about relationship building before trust can be built - Who provides the agenda for the meeting and conducts the meeting - Proper protocol of seating and hierarchy for the meeting - Cultural meanings of body gestures (ie. nodding up and down) - Adherence to time schedule for a meeting - Formality of written materials - Conclusion and follow-up to the meeting |
