BSEAC truly believes that event management is no easy and there is always a room for improvement. BSEAC follows the IDEAL approach as its comprehensive method for managing and improving its overall event service capability. It is an organizational improvement model that serves as a roadmap for initiating, planning, and implementing improvement. The model is named after the five phases it describes: initiating, diagnosing, establishing, acting and learning. It provides an infrastructure to guide BSEAC in planning and implementing an effective event process improvement program.

Even the smallest event can be very complex. To organize an event requires close control of every management, technical and logistical details, as any minor mistake could result in an embarrassing consequence, or even destroy the entire event.?

BSEAC believes that the key quality leverage point for the event management is a well-established process, which refers to a system of all tasks and the supporting tools, methods, and practices involved in the production and evolution of an event project throughout its life cycle.

Utilizing the core concepts of ISO and CMM (Capability Maturity Model), BSEAC has developed an event management tool, which is called BSEAC Event Management Process Toolkit (TEMPT).? This toolkit is composed of BSEAC's own processes for all key activities of the event. Each process includes a standard work procedure, together with practices of quality assurance (e.g. checklist) and risk management (including risk analysis and backup solutions). For example:

TEMPT: Welcome Service Process

Checklist: welcome board, flower, personal request form (companion’s arrangement, special dietary needs, personalized meetings, sightseeing), issues to be clarified with the guests (presentation, copyright, dress), etc.
“Quick Check-in”: BSEAC will require passport details in advance and instruct the hotel to provide a “green channel” service for the guests at a separate registration desk. All the room keys are taken in advance. Normally the quick check-in only takes 3 minutes so the guest does not have to wait in a long queue or wait for a clean room at an early or busy time.
Welcome pack usually refers to a nice bag containing event brochure, agenda, contact information of on-site offices and staff, hotel instructions (for internet, etc), hotel card, city map, and gift for guest, etc.       Close

Event Strategy and Concept

Satisfying the client's needs is always BSEAC's priority. In order to perfectly plan the event, BSEAC usually first builds a thorough understanding of the client's requirements, goals and objectives, and then present a total turnkey solution for the management of the particular event. BSEAC's dedicated event management team will work closely with its clients to assess their requirements and prepare a detailed tailor-made proposal specific to the client's needs.

Capitalizing on its rich experiences in event management, BSEAC is able to provide guidance and support on the development of the event strategy and concept. BSEAC has worked on a variety of projects and its team members' experience will be invaluable in guiding the client through the variety of options and alternatives available.

Action Plan

Once the event format is agreed, BSEAC will then provide guidance and advice on the planning, programming and scheduling of the event. Taking into account a number of key variables, the team will assess and recommend a preferred action plan, which BSEAC will strictly follow.

Communications and Marketing

As a recognized event organizer in Beijing, the BSEAC team will advise and guide the client on a marketing and communications strategy to create a cohesive and effective approach that incorporates all relevant elements of the marketing mix. This will ensure the correct profile of attendees. BSEAC is also experienced in designing and arranging all advertising, promotional and website materials relating the event if needed.

With close connections with the traditional media (newspaper, magazine and TV) and the new media (internet portal and flow media), BSEAC is able to market the event and disseminate the information to the mass as well as the target population in an efficient and cost-effective way.

Event Production and Staging

At a suitable time prior to the event, technical experts from BSEAC will devise an event production and staging plan to cover all aspects of the event. This plan includes a full package of technical solutions to ensure the smooth running of the entire event.

On-site Management and Logistics

On-site management is a crucial part of the event management process. BSEAC's event management team will undertake all aspects of the day-to-day event management including management of the program, audio–visual, venue liaison, registration, presentation ordering, seating arrangements, transportation arrangements, translation services, airport pick-up services, catering services, etc. BSEAC offers these professional services with a standardized process according to international practices.

Social Activities

Based on clients' requirements, BSEAC is able to develop social events and build this into all marketing activities relating to the conference program. BSEAC will source all suppliers relating to the social event, negotiate rates, and be responsible for on-site management of all social activities.

BSEAC is particularly good at arranging cultural and social activities to facilitate people from different cultural and business background to network each other for the future collaboration.

Post-event Analysis and Deliverables

Following successful completion of the event, BSEAC will furnish the client with an extensive report derived from delegate evaluation forms, survey reports and satisfaction questionnaires. It may also include some deliverables, if included in the event agreement, such as a collection of photos and published news on the media.

BSEAC also has a process to evaluate the event by itself as a means of internal quality improvement for the work performance of the entire team. By this, valuable lessons of this event can be drawn for the next.             Close