SEARCH RESULTS

Organizing a congress is a great opportunity to keep in touch with your audience and generate business opportunities. When organizing a congress, the organizational aspects will be at the discretion of the entity that carries it out, who will be in charge of its management and promotion. The starting point will be a topic that attracts the attention of a certain audience, which has the same or similar professional in common, and the desire to interact with other individuals to dialogue, share and learn. All aspects must be planned well in advance, so that they can be completed in a timely manner, in order to correctly manage the times and ensure compliance, since a delay in some of the programmed tasks will affect the success of the congress. In this way, it must be considered that each congress is a unique event that cannot be organized by applying a uniform and pre-established pattern, since each one has its own characteristics that must be respected in a particular way. In any case, three major steps can be established in your organization that are necessary: Planning Development Post congress Within each of the steps, certain tasks and functions can be differentiated by different managers of the organization. The step-by-step plan follows. STEP 1 A) Define the congress. This moment involves describing the event and knowing its components. In this way, the following must be defined and determined: Nature of the congress: It refers to the papers and presentations that defines the nature of the congress (scientific, cultural, economic, etc.). Completion date, duration and days in the week when it will be held. General and specific objectives. Organizational structure: Definition of the president and the organizational committees: leadership, scientific, technical and honor. Selection of the venue for the event: It can be a convention center or a hotel, considering the layout of the rooms for the main, parallel and exhibition meetings, audiovisual media and translation equipment. Participants: These are divided into congressmen and speakers, whether invited or participate on their own initiative. Sponsors and financial resources. Manage all the financial resources necessary for the proper functioning of the event, taking into account possible unforeseen situations. Human capital and logistical resources. The event organizer or the institution must be in charge of this task. Schedule that details the completion times for each task. Design and printing of all the graphic material for the congress (promotional brochure, posters, registration cards, sheets, envelopes, tickets, access IDs, etc.) B) Create a communication plan using notes, promotional brochures, internet, posters, gazettes, interviews, advertising campaigns, etc. as priority media. This plan can consist of a first announcement or preliminary program that creates expectation and a second announcement that reveals the previously unknown details. Do not forget to use social networks and invite important personalities within the field to support the event. C) Control and manage the registration process, and establish the registration and entry management system. D) Hold regular meetings with the members of the different committees to discuss issues related to the progress of each of the aspects of the congress. E) Contract resources and support for the development of the congress: Personnel: Select managers, coordinators, assistants, interpreters, accreditation and documentation managers, ceremonial and protocol personnel, etc. Materials: Computers, photocopiers, folders, bags, pens, badges, flags, air conditioning systems, etc. Services: Sound, projectors, signage, security, tourism (transport, accommodation, reception of authorities, pro and post event tours), medical emergencies, photographs, communications (telephone, internet, etc.), catering, gifts, etc. F) Prepare documentation for congressmen and attendees. G) Make the list of special guests, relevant authorities and speakers. Try to send the invitations in time and confirm attendance in a personalized way. H) Plan, if necessary, press conferences before and after the congress. STEP 2 A) A couple of days in advance of the the congress, form an area at headquarters that is in charge of: Constitute a point of contact and operations. Hold a meeting with the headquarters staff to meet the personnel assigned to collaborate with the event. Bring the necessary material and equipment, previously making a list of activities to be carried out. Prepare the final program for delivery to the participants and speakers on the first day of the event. Hold a prior press conference, with the assistance of local, national and international media, depending on the scope of the congress. B) During the congress, perform the following tasks: Register the participants. Submit documentation. Accredit the participants. There must be several counters to cover various functions: information, for press-registered congressmen and for new registrations. Receive official and private authorities. Organize the opening of the congress: The opening ceremony (official opening) and the welcome cocktail are held. Invitations to authorities, entry protocol, table chair, lectern, flags and ornamentation must be foreseen. C) Assembly the room for work sessions. Consider its equipment and operability, scenery and ornamentation. Don't forget to train the room staff. D) Coffee breaks and work lunches: Inform the headquarters 48 hours in advance of the estimated participants for each service. For breaks during the morning and afternoon, it is sufficient to show the credential, while for lunches, it is advisable to include entry tickets in the congressmen's folder to keep an entry control. E) Gala Dinner: Verify the assembly of the room and service quality. It is necessary to bear in mind the protocol rules regarding the preparation and sending of invitations, reception of authorities, placement of diners, dinner sequence, etc. F) Closing act (official closing of the congress): Consider the protocol guidelines both prior to and during the development of the act. STEP 3 A) Once the congress is over, you must carry out the following tasks: Carry out the post-congress tours. Organize a press conference to present and publicize the conclusions. You can add a folder with a press summary and personalized audiovisual material to deliver to the press. Complete pending payments and prepare the budget closing. Analyze and evaluate the surveys carried out to the participants. Send thank you notes to authorities, invited speakers and lecturers, members of the Honor Committee, among others. Prepare a final report with: programs and papers presented, conferences, presentations, conclusions, recommendations, number of participants, final presentation and comprehensive evaluation of the congress. You can also hold your congress virtually or combine face-to-face presentations with virtual platforms through hybrid systems. Here are some recommendations to make your virtual event a surprising experience: "Success is the sum of small efforts repeated every other day." Robert Collier DanielaSánchezSilva©

A conference is an exhibition on a specific topic that aims to spread the culture of a certain area, or to deep dive in specialized subjects. A conference is held in a single session, usually short, by an expert or specialist and can be located within a cycle of conferences grouped under the same theme. It is generally aimed at an audience that has prior knowledge on the subject. This type of event allows professionals of a certain specialty to meet with other colleagues, which allows them to expand the network of contacts and have a clearer idea about the current situation in the sector. Plan your conference in 12 steps: 1. Define the objective of the meeting. The organizing body needs to define in detail the purposes pursued by the event from the first moment of planning. 2. Hire the right place. In the case of virtual events, the technical resources available and necessary for their realization must be taken into account. This item includes both the organization's and the public's resources. 3. Select the most suitable speaker. It is essential to analyze the characteristics of the personality of the chosen person. His or her experience and training will be key to the success of the event. 4. Have a detailed planning. It is important to design the agenda to be addressed, the schedule of activities and the financial aspects. In planning, the date of completion should be established according to the public's available time and the calendar of each country. 5. Define the profile of the participants. The committee of experts must be involved in the segmentation of audiences from the first moment. 6. Design the communication strategy. Publishing through graphic and digital channels should be planned in detail; before, during and after the event. 7. Get sponsorships and sponsors. It is important that they belong to the similar area as the conference's theme. Referring to companies or organizations can improve the brand image and increase the reputation of the conference. 8. Hire additional staff and manage their participation. It is important to establish the eligibility criteria and plan the actions of construction companies, design studios, technical service, collaborators for accreditation, presenter, etc. 9. Manage the announcement through a strategic communication program. It is essential to prepare the program and distribute the invitations well in advance. 10. Organize the formal acts. In case that a conference includes a subsequent meeting such as an honor lunch or wine, its place within the schedule must be taken into account. 11. Plan the delivery of certificates. On many occasions, participants attend conferences to acquire knowledge on an academic level but also to obtain a certificate that will serve them for their personal curriculum. The organization must determine the moment in which the participants receive the certificates stating the hours, signature and seal of the organizers and sponsors. 12. Evaluate the realization of the event in its general and particular aspects. The preparation of the report must include an open and closed survey that supports your proposals for improvement. Take into account all the contributions received through comments from your collaborators, sponsors, clients and the general public. Tips for preparing a discourse In some cases you may have to give a lecture. In that case, here are some important things to keep in mind when preparing an exhibition: - Prepare the script well in advance and edit the text with one or two authorized proofreaders. - Remember that a frank, direct and warm tone positively activate the audience. - Try to be creative and innovative when presenting the idea. Technological resources can be of great help in this regard. - Build a text with sentences not too long or with complicated twists. Being direct and brief is a point that you can play in your favor, especially in virtual conferences. Use a vocabulary that doesn't include too many technicalities. - End the presentation with a concept that invites reflection and allows the audience to be identified. This will help the discourse meet the expected emotional impact. How is a speech structured? All speeches are made up of: 1. Introduction: Mention of the calling theme or reason. Raising the issue or situation. 2. Development: Principle ideas in clear, concrete and simple paragraphs, and at the same time correct and interesting. 3. Conclusion: Synthesis of the ideas presented (whether they are argumentative or persuasive) and return to the initial proposal. Conclusion with a personal reflection that generates an emotional impact on the audience. Some aspects to keep in mind in relation to sound and voice: Correct location of the microphone. Balanced pronunciation and diction. Silent and moderate breathing. Articulate and adapt the voice to the size of the room or online transmission. Calm, relaxed and friendly attitude. "It takes an hour of preparation for every minute of presentation time" Wayne Burgraff DanielaSánchezSilva©

The meeting tourism drives business and produces significant benefits, both for organizations and for the places where it takes place. The segment called MICE (acronym created by the International Association of Professional Congress Organizations to group Meetings, Incentives, Conferencing & Exhibitions) refers to professional, work or various groups that travel to different places (mainly large cities, although they can also be used to promote rural areas), to carry out courses, seminars, symposiums, conferences, conventions, etc. These events usually bring together one or more groups of people with a similar profession or interest in a field, coming from different places, who seek to exchange information, update themselves, discuss a specific topic, present new products and/or services, recognize achievements, increase motivation, training and/or improving their commitment to an organization. At the organizational level, they require complex planning and organization, given their great scope and scale, requiring schedules and itineraries to be prepared well in advance (more than a year, in some cases). It is important to highlight that these meetings must respond to the corporate strategy, following the objectives and the brand philosophy of the organizing entity. Likewise, they cannot be decontextualized actions, but must be socially responsible and respond to specific objectives, preferably SMART, such as increasing sales or improving internal communication. Usually, these meetings are held out of season (spring and autumn), and with a frequency that varies according to the needs of the organizing entity. Regarding their nature, they can be of a private, public or mixed nature. MICE events result in an important economic and cultural contribution to destinations, which receive a high-profile audience and purchasing power that includes corporate managers and directors, international experts, high-ranking officials, etc. In addition, they contribute to boosting various sectors of local and national tourism, adding value in periods when tourism activity decreases. The entities in charge of the promotion are usually the convention bureau, who connect the organizations with the destinations, in order to find those events that help to enhance the opportunities for the local office. Professional conference organizers (PCO), venues (suitable locations for this type of event), travel agencies, specialized providers, etc., participate in the planning. Given the important value they bring to brands and the tourism sector, the annual meetings of business associations and organizations play a fundamental role in the economic growth of a town or a country. The MICE events are mainly oriented to B2B (business to business) but they can also cover B2C (business to customer) and B2B2C (business to business to customer). The first case refers to business between companies, in the second they are aimed at customers and in the third, it includes both companies and customers. Next, I will detail the main types of MICE events: MEETINGS Meetings are short-term professional gatherings that seek to address a specific topic. Some examples are: - Conference(s): consists of a meeting on a specific topic that a certain group wishes to develop. It can last from a day to a week. Attendees actively participate and do not receive ready-made information, but search for it by their own means in a collaborative environment. - Seminar: it is a didactic meeting in which a group of experts shares knowledge with the participants through instructive talks to improve and broaden their training. The average duration of a seminar is two days and the groups that participate in it are small (a maximum of fifty people). - Convention: refers to a meeting whose objective is to study a company's progress, objectives, results, etc. At the same time, it has an integrating character, since it is intended to motivate and unite the team of collaborators in order to achieve the objectives jointly. Steps to organize a successful congress INCENTIVES Incentives refers to events that organizations offer to their clients, collaborators or certain members of an organization to motivate their teams. Incentive events tend to focus on generating memorable experiences, and have a differential and exclusive character. In addition, they add significant value to loyalty programs, aimed towards both external and internal customers. These meetings allow obtaining benefits such as: improvement of internal and external communication channels, increased confidence in the organization after a change or a crisis, recognition of the achievement of objectives, improvement of the internal climate, celebration of a milestone, motivation and retention of talent, integration of new employees, installation of a culture based on collaboration, innovation and creativity, implementation of a new training system, etc. An incentive program favors the recognition of employees, increasing motivation, which means an improvement in talent retention and in the results obtained. These events can be oriented to: - Training: these are meetings in which the groups share a series of training activities focused on motivation, synergy and continuous improvement. - Entertainment: in this format, playful and relaxed activities are organized that seek to integrate groups, change negative behaviors and/or strengthen their ties. Both aspects can also be combined, organizing a program that integrates training activities with entertainment. Some examples of this type of event are: team building activities, trips to exclusive destinations or excursions, training in convention centers, award ceremonies, family days, etc. In the case of incentive trips, these must be perfectly organized, taking into account all the details, so it is essential that they are designed by a highly skilled team with experience from the field. To achieve success, all legal, financial and organizational aspects must be taken into account. On the other hand, it is essential that the proposal is personalized, that is, adapted to the group and in line with the objectives and values of the organization that carries it out. Promote development of high-performance teams with events CONFERENCES Usually, a congress brings together people who belong to a certain group (social, political, professional, economic, etc.) to present a thesis from a specific field of study, research or unprecedented experiences in order to submit them to the critical judgment of the participating experts. This is done through talks, panels, conferences, debates, workshops and other activities in which the exchange of ideas is encouraged. One of the main characteristics of the format is its large scale and the participation of national or international attendees. In most cases, for a congress to be considered international, at least 40% of participants from come from a minimum of 3 countries, and an official language for simultaneous interpretation of the sessions must be defined. With regard to their periodicity, they are usually differentiated into regular ones, which are held every two or three years, and extraordinary ones, which are held only once. The dynamic is made up of a set of work sessions on various topics that take place over a period of 3 to 5 days, and which is attended by invited specialists, speakers, authorities and the public interested in the subject. In general, the themes presented are previously selected by an honor committee. The general structure of a congress consists of an initial presentation where the main advances and novelties are exposed, a development with a series of talks and debates, and a closing where the reports and summaries on the topics discussed are prepared. Several activities can be held simultaneously, such as trade shows, business roundtables, protocol events, a social program, etc. These events can be incorporated into their academic programs: - Panel: this is the presentation of a specific topic to the audience by a team of 3 or 4 experts who approach it from different angles, in order to provide new and relevant information on the theme of the event. In the event that the speakers begin to debate among themselves, it can be transformed into a round table. Each panel is usually coordinated by a moderator who guides the activity, introducing each speaker and managing questions from the public. The dynamic consists in that, once the subject is exposed, the public participates by asking questions, presenting ideas or experiences. The duration will be between 60 to 90 minutes approximately, with about five to ten minutes for questions and comments from the public. - Presentation: it is an act whose main characteristic is the public appearance of one or more personalities to deliver a speech on a specific topic and with a particular interest for the society in general or for a group of people from a specific sector. The objective is the diffusion or deepening of the subject matter addressed and the duration is usually approximately sixty minutes, with five minutes for questions and comments from the public. Thanks to its versatility, this format is widely used, it can be done in person, virtual or hybrid, and sometimes the press is called to make it known. - Presentation of work: it is the presentation of a research work or a project related to the theme of the congress. The exhibition is carried out by one of the authors, although there may be more. The duration is usually approximately sixty minutes, with about five minutes for questions and comments from the public. - Workshop: consists of an intensive learning activity in which a subject will be worked on in a practical way and in small groups. The objective is to deepen or seek solutions to a specific problem and enable the exchange of experiences. The activity is guided by specialists and a group coordinator can be appointed to facilitate the interaction between the participants, record the topics of debate and present the group's conclusions in a final sharing. The approximate duration is two hours and the assembly of the room is conditioned to enable work in small groups. - Colloquium: it is a meeting of specialists in which there is neither an audience nor a central speaker. All attendees have the same right to participate in a common project, on a topic of their interest. - Symposium: consists of bringing together a group of specialists or experts on a subject, who successively present their ideas or knowledge to the audience, thus forming the most complete image possible of the subject in question. It is a formal technique in which specialists present individually and successively, for 15 to 20 minutes. The important thing is that each speaker deals with a particular aspect of the subject, in such a way that at the end of it, it is fully developed and with the greatest possible depth. In a symposium, authoritative and orderly information is obtained on the different aspects of the same subject, since the speakers do not defend positions, but rather add information, contributing their own knowledge from their specialty. Symposiums are usually carried out in institutions, universities, health centers, and sometimes, they are a specific activity within the framework of the development of a congress. How to make a high-impact conference EXHIBITIONS They are far-reaching events in which companies from certain sectors exhibit their products, in a certain time and space, so that visitors can learn about their products or services. Companies place their stands, which become marketing tools, to boost their business and present their news to a public interested in their products. The exhibitions attract many people and represent an important source of income for the exhibitors, organizers and the venue in which they are held. In the case of fairs or shows, their objective is mainly commercial, while in exhibitions the focus is on the display (although products and/or services can also be marketed). In this sense, both formats work perfectly within the BTL (below the line) marketing strategy and brand positioning. Tips for organizing high-impact fairs or exhibitions Some of the benefits that a MICE event brings to the organizing entity can be: Improvement in brand awareness and reputation. Creation of new business networks (networking). Increased economic benefits. Obtaining more financing. Possibility of presenting new projects and ideas. Improved employee engagement and performance. Dissemination and generation of knowledge on a certain topic. Typology of MICE events "The achievements of an organization are the results of the combined effort of each individual." Vince Lombardi Daniela Sánchez Silva©

When for various reasons you are assigned the responsibility of organizing an event, it will be essential to have a schedule and a guide that makes it easier for you to manage your activities. To guarantee the success of the event, I recommend: Have a very clear idea of ​​what you want to present. Define the event format based on time, concept, schedule, duration, space, and human and financial resources. Build a good team and assign responsibilities according to the knowledge and skills of each employee. Let each member of the group take on their role and be service-minded. Establish excellent communication, be tolerant, confident and always try to show respect. Use an agenda and a schedule of activities agreed by the entire work team. Provide original, attractive and high-quality content. Plan adequate logistics to the needs of the public. Establish a budget that includes unforeseen expenses. Bet on innovation and creativity. Work with professional event photographers and designers to produce high-impact posts. Communicate your actions before, during and after the event. Use social media and press relations. Make a results report with statistical data. Use event management applications to measure the event's impact. Ask for feedback from all your audiences. Send thank you letters to the participants. Work as a team, with a positive attitude and open to proposals for improvement. Transform your event into a unique experience that transmits sensations, feelings, thoughts, inspirations and encourages the development of networks. What to avoid? Leave the communication of the event dates close to when it's about to start. Define dates that have intermediate vacations during the same week. Design communication material without visual identity guidelines. Having a time schedule that is not flexible for delays. Contracting suppliers who aren't specialized in the field. Not having options for alternative spaces. Not having a training plan for the staff. Using outdated technology. Having a budget that does not suit the objectives. What should be clear in the initial meeting The objectives. The probable dates of the event. Estimated number of participants. Ideal place for the event to provide good service. Target audiences. The theme of the event. Possible formats. A breakeven point to cover costs. Use a general checklist that includes: Event type. Suppliers (Name, address, telephone, e-mail, contact person). Public (Name, address, telephone, e-mail, contact person). Name of the event. Time, place and duration. Objectives (Organization, client, participating public). Preliminary program. Planned activities. Communication plan. Catering service. Construction and assembly. Setting and design. Funding and sponsorships. Registration process and modality. Design and drafting of the call. Complete guest list. Sending invitations (physical and / or virtual). Estimated response time to the call. Speakers, speakers and / or moderators. Definitive agenda or program (schedule, activities). Organizers' agenda (schedule, activities before, during and after). Budget and financial control. Task distribution, attention grid. Identification of organizers and participants: design of credentials / uniforms. Equipment (sound, music). Insurance and complementary services. Plan to assemble the stand (time, personnel, resources). Measure the impact of your actions through: Number of attendees. Satisfaction surveys. Ticket sales. Income vs Expenses. Post event business sales. Impact on social networks. Event management software applications. Sponsor feedback. "Always keep the end goal in mind, and make sure you work towards that end every day." Ryan Allis DanielaSánchezSilva©

When organizing a congress it is important to define the organizational structure that should deal with each area. Given the size and importance of a congress, its organizational structure will be created according to the characteristics and theme of the congress, and will be made up of several committees. This type of organization has the advantage of task specialization, and at the same time, facilitates interdisciplinary work by allowing interaction between various work groups. To give an example of how to set up a committee, the case of an international congress can be done with the following organization chart: - President. - Vice president. - Secretary. - Members and Coordinators. The greater the size and importance, the greater the number of committees or coordinators in charge of the different areas of the congress. The different committees differ in their functions. Some of the main committees can be: Technical Committee: It is the body in charge of the coordination and contracting of the different services of accommodation, transport, transfer, services at headquarters, auxiliary, travel, catering, legal and logistical aspects, among other tasks. You can hire an official tourism agent for certain services if the congress size justifies it. Executive Committee: It is the body that is in charge of executing the guidelines issued by the Organizing Committee. In case the event is of great magnitude and importance a professional organization can be hired to organize it. It is made up of local representatives of the entity that organizes the event. Honor Committee: It is a political body whose function is to provide support and containment to the event, made up of administrative and prestigious personalities from the sector to which the event is dedicated. Organizing Committee: It is the body that carries out the management of the event and is made up of people of notable relevance to the event's theme. It is the body in charge of achieving the previously established objectives and setting different guidelines. All committees must report their performance to the organizing committee that will coordinate the tasks and will be in charge of the press and communication. "The secret to hiring the best is: look for people who want to change the world." Marc Benioff DanielaSánchezSilva©

Special effects can transform a good moment into a unique and unforgettable experience. Currently, new technologies allow us to achieve true sensory experiences, managing to leave a mark on the minds of each of our guests. The use of special effects provides an ideal tool to surprise and generate expectations about what will happen. At the same time, they have the power to increase the spectacularity, which facilitates the communication of the event. It is very important that the organizer plans each of the moments and analyzes what type of effect is appropriate, in order to take advantage of the surprise factor. Finally, do not forget to select authorized providers that are responsible for the installation and operation of each technological system in a safe way. Here are some special effect ideas to incorporate into an event: + INSPIRATION "You know it was a good party when you lost track of time." Robert Farrar Capon DanielaSánchezSilva©

The importance of details in every aspect of our event is what marks the quality of our work. The organization of events requires a meticulous, complete and orderly control of each of the details. This aspect is just as important and complex as that of human, financial or logistical resources. Everything must be considered in planning, and it will be there where our brand mark will remain. 6 typical mistakes when organizing events 1. Not respecting the time schedule or giving them ample flexibility. This point refers to the importance of planning times with margins in case any problem would occur. For example, it is not possible to start setting up a stand at a fair the same afternoon as the opening, not only because of the security risks that it entails but also because its quality will deteriorate. 2. Failed to train staff. Both in the registration and in the access and reception places, all the staff must know perfectly the schedule of the event and the task of each member. 3. Not contracting maintenance services. It may be that we have the best structure and location but if it lacks a clean and pleasant environment it is possible that no person will try to approach it for obvious reasons. 4. Not testing the sound equipment prior to the event. This point may be that the event is affected seriously damaging the image of our event. I recommend that you do several tests, including one test for each team and a final with all teams at the same time. In case of technical problems, it is advisable to repeat the tests as many times as necessary until they are solved. 5. Not having a communication plan before, during and after the event. The key to its success depends fundamentally on its correct communication. Excellent handling of the print and digital press is essential. 6. Not having a deep knowledge of the technical aspects in digital events. Good lighting, poor connection quality, lack of staff in chats, problems with downloading brochures, presentations loaded with text, among other things, can result in poor results when evaluating the event. "The true triumph of man arises from the ashes of error." Pablo Neruda DanielaSánchezSilva©

The flag constitutes one of the main symbols of a nation, community, province, municipality and both public and private institutions, so it is essential to locate them according to the protocol. There is no encounter, meeting, reception, or any other type of event where the flags do not appear, whether within the international, national, regional or local scope. The term used to define the study of flags is known as «vexillology». Main aspects to take into account to take into account when placing the flags 1. The flag is always placed to the right of the place of honor or center point. Therefore, in front of an auditorium, the central point will be able to visualize it on your left. In the case of being placed in front of a building, it is located leaving it to its right, and if a balcony is used, it is done on the right window. 2. With regard to the national flag of a country, in all cases it occupies the place of honor and must always occupy the place of greatest importance, that is, the one of maximum prominence. And as in the case of precedents, they are placed from highest to lowest importance. If there are other flags, other than foreign countries, they must be the same or smaller than the national one, on the other hand, since they are flags of a series of countries, they must all be identical, due to the principle of equality of the states. 3. Embassies can place the flag of their country, without the need to do it next to the local flag. Looking down the street, the flag of the embassy is located on the left and that of the host country to the right. 4. In the case of foreign companies based in a country, they must request authorization to place their flag, both having to fly (host country and own country) as necessary. Leaving the building to the right is the flag of the local country and to the left that of the country itself. 5. Three kinds of flags can be set: -Indoor flags: In this case the size of the flag and its pole is smaller than when talking about an outdoor flag. -Outdoor flags: The outdoor flags can be placed on a balcony or on the pole in a vertical position. In both cases, its measurements are greater than the indoor flags. The same happens with the balcony and vertical mast, the latter being in turn greater than the first. -Cermony flags: They are those that carry a person in a special ceremony. 6. As a general rule, official flags should only be used at events when they are organized by the authorities or when they attend events organized by non-official institutions. On the other hand, official and private flags should not fly together, in these cases the establishment of two groups of flags (official and unofficial) is recommended . Different ways of placing the flags Even number of flags In this case, the flag of the presiding country is placed to the right of the central point, place of honor, presidency or facade of the building (left of the viewer), and then to the left are located the remaining ones according to the alphabetical order of the countries that form part of the ceremony. For this, the official language of the host country is used. Odd number of flags Being an odd number, the flags are placed to the right of the presidential table in the case of an act or in front of a building, leaving it. The central place will be occupied by the flag of the country that presides and then they are located from right to left in an interleaved way that of the countries according to their alphabetical order. The official language for the ordinance is that of the host country. In the case of being a national flag, another provincial and an institutional one, the national flag is placed in the center, the provincial one to its right and the institutional one to its left. Single line of flags The flags are placed in a single line when the entrance is lateral, being located on the right side of it (to the left of the spectator). Double line of flags The entrance to the place is centered, which allows the symmetrical location of the flags on both sides of it. That is, two equal lines starting and ending with the same flag. National flag with a country as a guest We can find bilateral events in which we have a country as a guest, for which in an exceptional way the host country gives its central point to the flag of the visiting country. In that case, two flags of the host country are placed escorting the flag of the guest country. European Union flag At the headquarters in Brussels, the flag of the European Union opens and closes the line of flags of the member countries. The countries are arranged in alphabetical order, this list always being headed by the country currently presiding over the European Union. In the countries of the European Union, it is only mandatory in venues that have to do with the European Union. United Nations flag The United Nations (UN) flag must be displayed only at the headquarters of this organization in each country, and at those events in which it actively participates or is promoted by this organization. At its headquarters, the flags are placed in alphabetical order based on the English language. Olympic flag The Olympic flag must be included in all those events in which the International Olympic Committee participates and in those organized or promoted by this institution. At the IOC headquarters the flags are placed in alphabetical order, based on the English language. The national flag serves to represent the country abroad, but also as a representation of citizens or the government in the country itself and is one of the most important symbols that a nation has. DanielaSánchezSilva©

Take advantage of the events to promote art exhibitions, photo exhibitions, or different artistic expressions. Events oriented to the cultural world are activities that attract a large number of attendees, and favor the promotion and dissemination of artists. At the same time, they require a constant innovation effort that requires organizers to have a broad view and unlimited creativity to surprise increasingly demanding audiences. The organizations that usually carry out this type of events belong to the cultural industry (plastic and visual arts, audiovisual, literary, musical and theatrical creation, design and fashion, artistic training, books and publications, music production and publishing, etc.) , although we can also find specialized consultants, commercial companies or individuals seeking a specific purpose. The cultural and creative industries are the sectors that are dedicated to the creation, production and distribution of cultural goods and services. The cultural sector is an area that is in continuous economic growth, and brings creativity and interaction with other fields, such as business or technology. That is why cultural events play a key role in facilitating the improvement and expansion of communication channels between the different audiences involved in this fascinating industry. Below you will find some of the main types of cultural events that you can organize to promote activities related to cultural goods and services. Here are some tips and templates so you can achieve memorable experiences. Main types of cultural and artistic events AVANT-PREMIÈRE It is the presentation or preview of a film, documentary, short or feature film, among other categories, as a premiere, that is, before the official start. This type of event is aimed for film critics, members of the world of entertainment and culture, businessmen, special guests and winners of raffles or promotions. You can also organize a special function for the press, and after the screening the director and cast can be interviewed or give a press conference. There is no special day to hold this event, but it is recommended to do it at the end of the day. The place usually used is a cinema or a suitable space for projection. Before or after the film, the guests will be able to share a cocktail. In this case, try to have a good time-schedule in order to coordinate each of the moments. If the film has a soundtrack, you can perform a live performance, or in the case of children's films, set the room with the main characters. Finally, do not forget to give the guests a gift that is related to the theme of the film. COURSES AND WORKSHOPS They consist of independent activities or parallel to wide-ranging exhibitions, which summon artists of international, national and local stature to offer their knowledge. They can be developed in person or remotely, and they are always an excellent opportunity for creating a meeting place for different audiences. PRESENTATION OF BOOKS OR CATALOGS They consist of publicizing the edition of catalogs of works, books and authors. Generally, writers, artists or personalities read paragraphs of the book presented and comment on the subject, the author, or a reference to the work. To organize this event it is important that you choose the right place, such as a bookstore, library, book fair or other place according to the occasion. Check that the site has the necessary elements such as tables, chairs, microphones and a screen (in case the author wants to expose something), and some large printed support with the image of the book to be presented. In order to gather the largest amount of public, it's recommended to schedule the event in the afternoon or evening, and always avoid that it does not coincide with some other important local or national event. It is recommended that at least two experts accompany the author who are in charge of welcoming the public, making a short introduction to the author, presenting a brief idea of ​​the work and moderating the space for questions. At the end you can organize a wine of honor that provides a relaxed atmosphere and encourages the sale of copies. To promote this type of event, you can send notes about the book, its message, information about the author and copies dedicated in advance to personalities from the world of culture, journalists and opinion leaders. You can also combine the launch with another event in the same field, such as presenting a book on modern architecture at an art and design exhibition. TALK OR CONFERENCE The talks or conferences refer to the trainings carried out by authors, curators, experts or art historians on a specific subject, whose purpose is to transmit their knowledge for a better understanding of an artistic and / or cultural expression. VERNISSAGE This type of event, vernissage, can also be called "opening cocktail" or "welcome cocktail" and refers to the cocktail with which it is given at the beginning of an art exhibition. The term comes from French and means "varnished", referring to official exhibitions in the 19th century, where artists gave a final touch to their works by varnishing them. The elite custom of visiting academies during varnishing, prior to the formal opening of the exhibition, gave rise to the tradition of celebrating the completion of an artwork or series of artworks with friends and patrons. In the 20th century it became an opportunity to commercialize the works in view of buyers and critics. It is currently carried out for exhibitions, book presentations, openings, etc. The organization is usually in charge of the artist's representative, the art gallery, or the artist himself, and the guests are usually collectors, sponsors, patrons, regular or potential clients, among others. The artist's gallery or its representative take care of the communication and marketing plan. It is important that invitations, publications, press releases, gifts, and all kinds of promotional material reflect the identity of the artist. Likewise, it is convenient to include reproductions of the work in the promotional material, especially in the audiovisual content intended for social networks. FASHION SHOW The creators design their collections inspired by art, society, music or a social cause, and express it through photographic productions, advertising campaigns in graphic and digital media, influencers and / or fashion shows, which promote the brand each season. Fashion shows are the means by which designers can convey their image through an event that has the ability to generate emotion or attraction beyond clothing. Currently, the linear catwalks have been left behind, the collections need to be remembered not only for the clothes, but also for the show in which they were presented. In a fashion show it is important that the brand be able to transmit a concept and a unique experience that is expressed through an original and interesting performance in which the identity of the designer is reflected. The magnitude of the catwalks has also changed, since they went from being exclusive events and closed to professionals, to being mass shows like those that are presented in the fashion weeks of the main cities of the world. When planning a parade you must perform the following tasks: - Prepare a project that includes a clear and detailed budget. - Plan a work plan that covers all stages of the event and includes the sending of newsletters, invitations, accreditations and press conferences. - Manage the sponsors and companies that support the event, reserving them a VIP space and exclusive benefits such as being mentioned throughout the parade, among other things. - Organize the personnel involved in each process, such as models, assistants, makeup artists, hair stylists, image consultants, etc. - Schedule the tests and rehearsals in the days before the parade. - Manage all the logistical aspects that include the order in which the models are presented, the type of clothing, the times and the tasks of the personnel who are collaborating both behind and in front of the stage. - Provide the press area with special identifiers and an exclusive space that allows them to fully organize the coverage of the show. - Invite, receive and place the guests, according to the protocol origin. Buyers, VIP guests (celebrities, influencers and media bloggers) and specialized press should be located in the first rows. - Assign coat racks to each model, where each set will have a starting number and also individual sheets with order of travel and number of passes, among other things. - Define a back stage staff (behind the catwalk): costumes and hairdressers, among others. This area will be in charge of the stage manager and is set up the day before the parade. You must guarantee security and privacy, calculating 1.5 meters per person. Some of the elements that it will have are chairs, coat racks, electrical installations. In case of having special guests, there must be private dressing rooms. - Organize the front stage, which consists of a stage and before stage, central and side racks and the catwalk in its diversity of forms (in general they have a “T” or “U” shape, since it provides a greater space, the better exhibition of sponsors and gives closeness to photographers). - Calculate a space required for the location of the public of two chairs per linear meter and a free space of 30 centimeters between row and row. - Hire sound and music service (a live show can be organized if required), professional set designers, announcers, photography and recording services, fashion producers, lighting, parking, security and insurance, and an additional closed space in case of being an outdoor place. - Organize the entire communication, press and promotion plan of the event towards the specialized media and target audience. Example of an image to print to promote the garments to be displayed in a fashion show: FESTIVAL A festival is an event, within the same genre and style, that take place in different orders according to a pre-designed program, in a place and on a date stipulated in advance. Some types of festivals can be organized such as: Music festival: They include a dance contest, presentation of new talents or great figures of the show, sales of promotional items, bar, VIP rooms. You can incorporate a master of ceremony, animators, videos, juries, awards ceremony, among other activities. In the case of being a traditional music festival, local artists will perform and typical dishes will be offered. Film festival: This type of festival contributes to the improvement of regional economies, since it encourages local tourism. Advance ticket sales require scheduling that takes into account activities in the area. At the same time, you must manage local and insurance permits in advance, arrange and condition recreation areas and sufficient accommodation in accordance with the estimated forecasts about the number of attendees that will require these services. In the event that you organize an online film festival, you must present films different from those found on the usual websites and generate parallel promotional events through directors' conferences, short seminars, discussion and learning forums. CONCERT It is the staging of a musical work of any musical genre. These can be carried out in a theater room, in a covered area with greater capacity, or in open-air facilities. "Art and culture increase harmony, tolerance and understanding between people." Matilde Asensi DanielaSánchezSilva©

To achieve a successful presentation, it is essential to have the best experts in the field who promote the event, give prestige and improve the public image. When organizing presentations, both in person and online, it is important to search for the best experts in the market to ensure the most amount of participants. Tips for selecting prestigious presenters: - Consult with the main referents of the subject about who are the best speakers in their specialty according to your professional criteria. - Look for all the existing audiovisual material of experts who expose the subject and compare the oratorical capacities of each one. - Prioritizes creativity and spontaneous exhibitions that present the theme being developed in an entertaining way. Appreciate simple presentations that spark the most interest. - Select the announcer who has a profile similar to that of the target audience. Identification is a key factor in motivating people. - Keep an audiovisual record of each presentation, to be able to share on social networks and have an available video bank. - Think about what a speaker transmits and remember that the emotional is double-effective. - At the end, carry out an evaluation of what the public perceived the presentation, and deliver a certificate to the speaker as a record of his participation that favors his professional development. Finding the best speaker is essential when publicizing the event, since it gives prestige and relevance to the congress. "You can speak well if your tongue can convey the message of your heart." John Ford DanielaSánchezSilva©

Improve the work environment, expand the contact network and generate new business opportunities through business social meetings. This type of event consists of a meeting after working hours, and includes the members of the same working group, although on certain occasions suppliers, distributors and customers can be invited. The chosen places may be bars, hotels, restaurants or some fashionable place. Your choice will depend on the reason for which the event will take place, such as: birthdays, end of the year, special dates or simply a spontaneous meeting. In all cases, these meetings allow the creation of bonds of trust that benefit teamwork and, eventually, do business. 6 tips for organizing an after work: 1. Define the indicated place. Bars, restaurants or fashionable clubs in closed or open spaces (depending on the time of year) offer special prices for this type of service, so I advise you to plan availability in advance, since some fashionable places tend to have a lot demand. It is also important to clarify if you want to share the place with other people or if you require an exclusive place. 2. Take advantage of the spaces within the organization. In the event that you decide to hold the meeting at the organization's facilities, you will have to organize a drink bar (you can include alcoholic beverages if the organization's policy allows it), and have a self-service food service. It's also a good idea to put on music and rent games, so everyone has something to do while they chat. 3. Plan the logistics. For cost and time reasons, I recommend that the chosen place to be close to the workplace. In the case of choosing a remote place, it is important to send detailed plans with the location so that everyone knows how to get there. At the same time, do not forget to determine who will pay for the expenses, the organizing organization or the guests. 4. Determine the guest list. It is important to define who and how many people will be the guests. It is recommended that bosses attend these meetings, as it will improve their leadership and communication with the work teams. I also advise you that the topics to be developed are strictly social, avoiding work matters for confidentiality reasons. 5. Offer virtual option. You can organize the meeting virtually through an application such as Google Meet, Zoom or Houseparty, and hire one or more bars and restaurants to bring a surprise kit to the different homes of all collaborators at the same time. To achieve the success of the event, I recommend that you incorporate some virtual activity such as: a contest, a guided tasting, a show or a cooking class. 6. Establish the invitation mode. Usually the invitation is made by email, although you can also use internal social networks, billboards, or printed invitations. Do not forget to include the start and end times (in general, these types of events take place during the working week and have an average duration of three hours). I recommend that you make the call one week in advance. After work invitation flyer template: "Don't take your employees for granted. If you don't value your team, they won't value your customers." Richard Branson DanielaSánchezSilva©

Gamification allows for generation of new business networks and increases commitment to the brand. With the increase of virtual events, the need to keep the participant's attention for a longer time has grown. That is why the use of recreational applications has been an increasingly used resource. Through interactive games, participants enroll in competitions in which they face challenges or tasks in exchange for gaining achievements or meeting objectives, so this type of activity gives them greater motivation, satisfaction and knowledge. Some examples can be: a lottery through an online survey, a prize wheel, a timed question and answer game, voting and rankings, puzzles or memory games, games based on virtual reality, etc. In all cases, it is essential that the games are simple and content-focused. The participation rules must be simple and clear. Gamification allows you to live a shared experience, since by competing or collaborating with others, new relationships are created and communication between participants is improved by developing a team spirit. To implement these tools successfully, the organization must design a gamification strategy adapted to each event. In all games, content and experience must be the central axes. The important thing is not to create a good game, but an activity that is really worthwhile. The more the recreational activities are integrated with the objective of the event, the more motivated and involved the participants will be. Currently there are many companies specialized in game dynamics on the market that can contribute their knowledge and resources to your planning. Below you can find 10 companies and platforms specialized in gamification: 1 - Adventuriq is a general purpose gamification technology platform for anyone who wants to design game dynamics to energize people. 2 - Humanside Experiences connects the needs of the business with those of the attendees, through participation and emotions. 3 - Kopérnico Eventos Corporativos develops congresses, fairs, showrooms, meetings and virtual trainings that promote remote teamwork and all this combined with team building activities. 4 - Power AV They are experts in comprehensive and immediate solutions for all types of events. 5 - Playmotiv offers gamification in events and online training. 6 - Green Hat People Swedish international company specialized in developing innovative Employee Engagement solutions, combining consulting together with proprietary interactive technology, gamification techniques and new collaborative and active learning methodologies, with digital support for events. 7 - Quodem is an international company focused on offering consulting services and digital transformation solutions. 8 - Eventscase design a personalized game for your event taking into account your marketing strategy, objectives, type and size of event, logistics and target audience. 9 - 100x100 eventos create personalized games that favor the creation of internal contests for your event, fair, company or stand. 10 - Tuset offers gamification and game dynamics for corporate events. "It is good to have a valid competition, it pushes you to do better" Giani Versace DanielaSánchezSilva©