Work Process
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 (BEMPT). 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 (i.e. checklist) and risk management (including risk analysis and backup solutions). For example:
BEMPT: Welcome Service
| Procedure |
Risk Management |
| Risk analysis (& Rating) |
Solution |
Before departure call 962580 to confirm flight
|
Flight delay (***) |
Prior confirmation with airport |
| Make sure everything carried as per checklist |
Wrong information given by guest (*) |
Always a backup car at the airport |
Reception at the airport
|
Crowd at the airport (*) |
Staff at both exits |
| Notify the on-site manager 5 minutes before arrival at the hotel lobby |
No proper courtesy for VIPs(*) |
Organizer leader greets all VIPs at the lobby |
| On-site manager greets the guest at the lobby |
No clean room for early guests and at busy hour (***) |
Prior commitment from hotel, quick check-in |
| "Quick Check-in" at a separate desk, Guest only needs to show passport |
Sometimes guest still needs to wait for a while (*) |
Free coffee and snack at the lobby café |
| Personal request discussed during check-in and solution given |
Personal request may be neglected (*) |
Requests are documented and taken care by a designated staff |
| Welcome pack given to guest |
Guests may have questions or need any help (***) |
On-site offices provide all essential supports |
| BEMPT: Welcome Service |
|
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.
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Beijing Software Enterprise Advisory Center 