We run as an in-house seminar and a longer residential course literally for first time ex-pats or employees working and living abroad, a practical information packed experience designed for the employee and his/her partner. This eases the cultural shock sometimes encountered and is hosted by experts who have already gone through the process.
For flying visits and one off events our organisers kit list reproduced below is a great place to start, freeing up time for other pressing tasks!
The one thing that invariably gets overlooked as you come up to launch day is a comprehensive list of basic essentials, the contents of a 'magic bag' for the professional event organiser.
FOR THE FIRST TIME EVER....HERE IT IS...
How many times did you have to send out at the last minute for basic office items to complete your stand or foyer display?
That pop up exhibition unit damaged in transit, quickly repaired on site with Duct -or DUCK- tape (GAFFER TAPE).
Use this list as a basis reference source to make up your own individual kit of essential materials. If you have a number of events or exhibitions to organise, keep the basic materials in a trolly type suitcase ready for immediate action!
Remember Golf Bags, ideal for pop up exhibition stands and all the connecting bits, travel free on aircraft, just remember to put some clubs in as well!
Curious fact. You can only pay cash in person at a passport office for your passport, if you ask for the premium fast track service...standard three week delivery is by post only
National & International Event Basic Organisers Kit
- Biometric Passport with more than six months before expiry date. Colour copies of the data page in each individual passport for each member of your party
- • Valid full Driving Licence.
- • Professional Indemnity Insurance (copy) NEW SIGNED & VALIDATED Copy of policy document supplied by your company secretary or legal advisers on CORPORATE MANSLAUGHTER LIABILITY
- • 2 or more Credit cards with maximum credit and Cash! Do NOT use debit cards as purchases are NOT covered by credit card co, if soemthing goes wrong!
- • List of credit card telephone cancellation numbers in case of loss
- • WI-FI Windows XP Laptop (VISTA not a good idea at this time!) + Microsoft Office Pro, 20 blank cd-rw disks
- • Digital Camera with SD card memory storage (Aldi is a good source of inexpensive but reliable SD Memory card Digital Cameras)
- • 4 x1GB USB Portable data storage keys or SD card adaptor
- • All in one portable printer scanner copier such as: HP PSC 1251 (plus spare inks)
- • 1000 sheets (4 packs) A4 90 gsm paper
- • 2 mobile roaming phones/blackberry or satellite phone.
- • Laser pointer and spare batteries
- • 12 Pentel Pens
- • Box HB and No.2 Pencils
- • 12 Sanford Sharpie pens.
- • 12 half inch magicmarkers
- • 12 whiteboard half inch markers
- •Staple Gun & Cable Tacker Gun
- • 5 rolls Silver Gaffer Tape 'Duct tape'
- • 5 rolls Clear Cellulose Tape
- • Spare badge holders and inserts.
- • Hole punch or pliers.
- • Plain A5 index cards.
- • Pack clear plastic slip folders.
- • Roll Velcro m/f self-adhesive spots
- • 3 rolls double sided cellulose tape
- • (UK only) Venue Premises and Entertainment/Event Licence
- • Valid Personal Indemnity Insurance • Completed Risk Assessments (copies)
- • Customs Carnets to cover digital cameras, a/v and computing equipment (temporary import) or
- • Signed letter by director/company secretary confirming ownership on firms letterhead detail all serial numbers and identification marks or asset number tag if applied. • Euro & US travel plug converters
- • UK fused plug gang socket on one metre lead
- Free business cards from http://www.vistaprint.co.uk/ - you pay post and packing...
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Emergency Assistance & Crisis (Incident) Management Advice/Practical Assistance:
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Call 01733 345581 (24 hours)
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or mobile 07944 217476
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Do not under any circumstances admit liability
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Immediately take digital pictures of locus ["crime scene"] with 'phone or camera
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Collect names and addresses of possible witnesses, if safe and legal to do so.
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Consider your own safety as well as others.
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Take notes or record an audio note - most digital cameras have a 'voice' facility
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Is there a company wide policy for such matters?
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Do you have a formal manual? If not, why not?
COST CUTTING WEBSITES cheap diversions mainly in the UK for delegates and your family members!
http://www.daysoutguide.co.uk/
http://www.senior-railcard.co.uk/
- for senior employees and all over the age of 60!
http://www.moneysavingexpert.com/
http://www.familydayoutuk.co.uk/
http://www.orangewednesdays.orange.co.uk/
Music and Sporting events - Beat the touts! Try and buy tickets direct from the venue and save the extortionate booking and postage fees charged by agencies. Often worth the cost of a bike messenger! http://www.scarletmist.co.uk/ is a portal that brokers buying and selling of tickets at face value.
National Venue Show NEC Birmingham UK
D R U G S and Security essential websites:
If you or any of your delegates are heading towards Dubai, or even just in transit, check that your run-of-the-mill, cold and flu over-the-counter and prescription drugs are not on the 'banned' list, or you might be spending most of your visit in the 'big house'!
All drugs to be in original packaging and a covering detailed letter from your GP (local Doctor) stating exactly what each individual drug is for and for whom ..... add this information to your advance delegate information pack.
A list of some 374 banned items, many we would take for granted are to be found on:
www.moh.govae/mohsite/pharmed/pricelist/controlled%20list.pdf.
Bear in mind that Malaria Tablets issued in the UK may not be strong enough for some infected areas, exotic locations, seek expert local advice possibly from the Embassy or local Doctor immediately on arrival.
You must continue with the daily malarial tablets for several weeks after returning to the UK, even if you feel well and totally rested.
Do not backslide on this! Otherwise Malaria will be with you for life...you have been warned....
WARNING!
Moneysaving, motivational and marketing suggestions here and elsewhere will ONLY be of value if you have corporately established clear lines of credit, if you have cash and any banking facilities are in place with a cash reserve to cover any immediate call on your account. Be strongly advised that any bank overdraft (however the lender likes to dress it up) and whatever size non-refundable ‘arrangement’ or ‘facility’ advance fee paid by you or your business to your bank, does not guarantee your facility and an overdraft is always repayable on demand. That is immediately! So if your future business depends on any form of borrowed money, consider factoring or other forms of finance. Failing which, seriously consider trimming your business making it leaner and fitter. Consider ruthlessly culling credit accounts and customers who do not meet your strict credit terms.
Julian Bray runs a series of workshops for business and fully addresses these and other issues. For information call 01733 345581 or e-mail julianbray@aol.com