D. R. Dunlop & Associates, Inc.

Approach & Methodology

   DRDA APPROACH  

1. Successful meetings, conferences, trade shows, special events and official visits are designed by skilled practitioners and executed with flair and precision by experienced professionals, whose expertise and care provides for a successful outcome.
2. D. R. Dunlop & Associates, Inc. respects clients’ individual and collective wishes and suggestions, but makes every effort to explain established “tried and true” practice and precedence, and promotes the most appropriate, effective or advantageous options and possibilities.
3. We charge only for work that we actually do and can substantiate. We look for facilities and services that best meet our clients’ objectives and requirements and which provide the best value for money.
4.  We work to ensure that program objectives and expectations are clearly defined and understood, and that scenarios are well-conceived and supported—events unfold as planned, changing circumstances can be accommodated, the unexpected is handled in a professional and orderly fashion.
5. We work to keep expectations realistic, programs effective and expenses within budget. When budgets are spare, we highlight and promote only essential support and services and provide a list of additional options that can be added if finances allow.
6.  We plan ahead so that critical path tasks are accomplished in a timely way.
7.  We work as a team with our clients to build on good opportunities and address emerging issues right away.
8. At the outset we meet with key stakeholders to:
   1. Share and gather information
   2. Clarify expectations
   3. Review and assess arrangements and commitments made-to-date
   4. Identify and confirm objectives
   5. Offer advice and make suggestions
   6. Establish a timeline
9. We look at the precedence and protocol of previous meetings and events, and the practices of the client organization, to inform current program, logistics and protocol development.
10.  Then we draft a Working Program, a Critical Path and a Budget for further discussion with stakeholders and approval to implement.
11.  As logistic requirements are identified and confirmed, we initiate and follow-up on arrangements.
12. Immediately before and during the event we are on site, following up on and supervising arrangements and scenarios. We practice pro-active troubleshooting.
13. We stage-manage the final production so that everyone involved is comfortable with their respective roles. Participants, guests, organizers, and service providers all know what is expected of them, what to expect and how and when to do what.
14. We communicate frequently with the client lead, and regularly with steering group members through meetings and when they are directly involved in the planning and logistics process.
15. We communicate regularly with service providers and team members to confirm arrangements, monitor progress and track delegated follow-through.
16.  We maintain and share a regularly up-dated Working Logistics Program. This comprehensive and constantly evolving document serves as a living logistics blueprint and detailed project script, underpinning and supporting all planning and preparation. It includes decisions taken, the actual timed program, program scenarios and room set-ups, menus and food and beverage items to be served, special instructions, delivery and staging requirements, and contact names and coordinates for all players and service providers. This rigourously maintained master document also serves as our means of monitoring performance and quality control. Every detail in a scenario is checked against what is actually happening and/or provided. The Working Program can be  available to all stakeholders at agreed upon intervals and upon request.
17. We work to ensure that communications collateral, e.g. signage, name tags, programs, etc., is bilingual in accordance with event locale requirements and/or client organization practice.
18. We understand that delays caused by external factors are beyond our control and cope with them constructively.
19. We are flexible. We will, insofar as possible, adapt our methodology and approach to meet evolving project needs.
20.  We are adept at working “virtually” through the use of the internet, email, conference calls, video conferencing, Skype, etc.
21. We have extensive experience in facilitating, planning, implementing and coordinating the many details involved in delivering a successful meeting, conference, special event, or official visit.

  DRDA METHODOLOGY  

1. The foundation of a successful event is in the logistics, the careful and detailed advance planning, preparation and team building. Good planning leaves nothing to chance.
2. All meetings and events share basic requirements upon which the special characteristics of a variety of scenarios are built. Arrangements may be simple and straightforward or extensive and elaborate, from small and exclusive functions through to complex and high-profile events. The nature and objectives of a meeting/event plus the number and collective profile of the participants is the starting point that determines the venue, services, hospitality and courtesies which must be organized—whether a function is a half-day meeting, a gala dinner, a two-day symposium, a week-long conference with multiple meetings, functions and venues, a trade show, or a high-profile international summit.
3. D. R. Dunlop & Associates, Inc. works closely with its clients to build meetings and events from the ground up, with a program and scenarios that meet project objectives and reflect budgetary realities. Additional collateral, refinements and embellishments are added as funds permit.
4. First we meet with the client to learn about previous meetings and events, and the practices of the client organization, and to establish the requirements, objectives and expectations for the meeting at hand. We put forth any “tried and true” practice and precedence that may be relevant, identify potential challenges and suggest the most appropriate, effective or advantageous options and possibilities. Together we formulate and agree on an action plan to get the show on the road. We then consult with other key stakeholders for their input. As we go forward we regularly communicate with the client lead and other client staff with whom we may be working on different aspects of the development of the project. For large events that are organized over time and which involve a lot of logistics, stakeholder, participant and service supplier coordination, we encourage standing team meetings with the client monthly, bi-weekly and, as we approach event date, weekly. And if required we will provide daily, weekly and/or periodic email progress updates.
5.  Once the planning is completed and a Working Logistics Program is in place, logistical arrangements are made and preparations begin for the event—an on-going process. Key logistics like venue and facility bookings are made as soon as date, time, place and size requirement details are confirmed. The Budget and a Working Program are next, followed by the development of a sponsorship prospectus (if sponsors are involved), and an exhibitor prospectus and services guide for a trade show (if an attached, or stand-alone trade show is in the mix). Next up, branding and the development /setup of the registration system, increasingly done online. Then audio-visual and multimedia requirements are addressed, followed by hospitality logistics, then communications collateral, media and public relations, marketing and promotion and so on.
6. Prior to the actual start of the event, the team is on site to oversee and troubleshoot room, activity and service set-ups to ensure that they are equipped, supplied, effective and functioning as planned and that all concerned with the event will be comfortable—client, participants and even service providers.
7.  Hospitality services for receptions, luncheons, dinners, galas and breaks are timed. Timing of sessions is monitored so that if there are changes in the program, services can be delivered when they are required, not when they have been planned.
8. And the whole production is stage managed and choreographed so that the event flows smoothly—from the first arrival of participants, through the movement of speakers on stage, the cueing of presentations, the arrival and delivery of services, the guidance of hosts, guests and officials through the program, to the conclusion of the proceedings, the departures of attendees and, finally, post-event take-down.
9. With regard to event materials and website content, our experience has demonstrated that accurate and error-free materials flow from complete, fully developed and edited text submitted in writing before it is sent to design and layout, followed by post-layout edits submitted in writing, followed in turn by fine-toothcomb proof reading by several sets of eyes. This is particularly important for materials that are printed, such as the final official Event Program. Content details and copy edits provided verbally, and on-the-fly are strongly discouraged.