Case Study: HR Event Manager – Global Leadership Development Programme in November 2013
Barbara Moorer was asked to support a Global Leadership Programme that was aimed at top senior executives transitioning to their next senior leadership role.
The programme was designed to take place in two phases, the first in India in May 2013, the second in London in November 2013. With attendees including 75 delegates, 6 Executive Coaches (Coaching organization) and 6 Fellows (from an NGO organization in India), Barbara’s brief was to organise all of the logistics and administration for these events.
As HR Event Manager, she would also be responsible for liaising with the two external suppliers who were facilitating the programme to deliver in India and London. The first phase of the programme required delegates and facilitators to travel to 6 Indian communities in India as part of their learning journey, while the second part of the learning involved a closing event in London where participants would present results of their experiences in India, as well as the result of 6 business projects they were working on virtually during the following 6 months.
Barbara played a prominent part in managing all of the complex logistics for this programme, as the HR Event Manager working with programme director and both external organisations and making the necessary decisions required to move the project forward.
The logistics of the event ranged from issuing joining instructions and venue-sourcing in India, to organising visa letters, welcome packs, ground transfers, catering requirements, and transportation to communities in India. Barbara was also responsible for organising social evenings, comprising welcome receptions, closing dinners and an event for the groups to go to a club in India.
Barbara also managed all of the contracting with external vendors in India and the United Kingdom, including compiling statement of works, project management, meetings with external suppliers, arranging WebEx calls for orientation purposes for attendees from global locations, recording WebEx calls, settling invoices and preparing materials and presentations. For the final event, Barbara sourced the appropriate venues in London, in Canary Wharf and Greenwich. The process included site visits, liaising with accredited contractors for one of the venues and arranging several video-conference meetings (many at global sites) with multiple attendees. She also managed all logistics including catering, materials, presentations and evening functions. Both phases all required the collation of evaluations and Barbara compiled the quantitative and qualitative results for the client’s assessment of the events.
Both events were a success, from an attendee and an organiser perspective. On a rating scale of 1-5 (where 1 was excellent, and 5 was poor), the overall rating for the event was 1.19, and for the management of the administration, 1.34.