Post on 25-Apr-2018
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Creating and ManagingLife-Changing Events
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As the Event Director, it is your responsibility to set the correct feeling
and mood for the event. The impact the Event Director has on creating
an effective environment is crucial to all Melaleuca events.
Melaleuca Corporate, Executive, and Senior Directors, along with
leaders from the company, share in the responsibility to successfully
host Launches, Regional Conferences, Executive Director Presentations,
Super Saturdays, and any other Melaleuca meetings. Your crucial role
as a leader is to create a warm, organized, positive experience for each
participant. All Melaleuca events should have the same quality and
consistency.
There are many aspects to creating and organizing a successful event.
As well-intentioned as an Event Director might be, nothing fails like lack
of planning. It has been said that when you fail to plan, you plan
to fail.
The principle of six Ps will be the cornerstone of your next event:
Proper Prior Planning Prevents Poor Performance.
Inside this booklet, you will find valuable information, guidelines, Q&As,
and diagrams for preparing and hosting a successful Melaleuca event.
This booklet includes:
• CreateYourEventTeam • Pre-EventChecklist • Day-of-EventChecklist • During-the-EventChecklist • After-the-EventChecklist • Q&As • DiagramsandExamples
The purpose of every Melaleuca event is to change lives. Every Melaleuca event is an opportunity to create and reinforce the belief that it is possible to take charge of one’s own life and use Melaleuca to make that change. Therefore, the event should create belief in Melaleuca, its products, its compensation plan, and its leadership. That means it is important to create belief in you! Your goal should be to create a positive experience that will help Marketing Executives witness the success of others and gain the knowledge and confidence necessary to make the decision and commitment to dedicate the time and activities necessary to build a vibrant, prosperous Melaleuca business.
As leaders of leaders, we invite you to recognize the importance and the value of each and every Melaleuca event and to invest your energy to be a part of creating a wonderful experience for all involved. Whether it is a local event, a company-sponsored event, or even an in-home presentation, our guests deserve a positive, life-enhancing experience.
Changing Lives The Importance of Success
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Imagine yourself as a new Marketing Executive walking into your first Melaleuca event. It immediately feels understaffed, disorganized, and chaotic. The registration table has a single person trying to sign in a growing line of waiting participants, who are becoming more and more frustrated. When you do finally walk into the hotel ballroom, no one greets you. You notice a lady frantically trying to put products on a table near the front of the room. Then you see a lot of empty chairs with people scattered, not filling in the gaps. It looks like they were expecting more people than showed up. Other people are clustered together, laughing and seeming to have a good time. There does not appear to be any order to things. There is no walk-in music. Rather, there is the sound of concurrent conversations, along with some sound checks coming from the AV table: “testing, one, two, testing.” As you wonder where to sit, you see a gentleman who appears to be in charge running in and out of the room. You try flagging him down, but the room is too dimly lit and he can’t hear you over all the noise.
Now imagine yourself as a new Marketing Executive walking into your first Melaleuca event, which immediately feels organized, well-staffed, and flowing. The registration table has several leaders signing in participants next to signs marked “General,” “Senior Director,” or “Executive Director and Above.” You approach the appropriate registrar and sign in. As you enter the ballroom, music is playing in the background and a greeter welcomes you and then guides you to open seating. You quickly take your seat because they are filling up fast. You notice a professional display with many Melaleuca products, some of which you have not tried yet. As you glance over the room, the stage seems well lit and the seating area is appropriately dimmed to create a calm ambience. The AV technician is located at the back of the room and she looks prepared. After 5-minute and 2-minute warnings from the Event Host, the room is darkened and a video begins with inspirational thoughts. You know something important is happening! You sit back and think, “What a neat company! I am so glad I came today, this is going to be a great meeting!”
WhichscenariowillyoucreateastheEventDirectorofyournextMelaleucameeting?
Don’t Let This Happen! Make This Happen!
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Every Senior or Executive Director in the community where a meeting is held has responsibility for that meeting’s ultimate success. Every leader should pitch in to help with the event.
If you are the Event Director:Every event should be a team effort. There are many responsibilities
to be fulfilled in order to complete a successful event. You must
organize an Event Team; it would be overwhelming to assume all of the
responsibility yourself. Do not be shy, never turn down an offer for help,
and make certain to delegate responsibilities to every available leader
in your area.
First, enthusiastically contact other Senior or Executive Directors in
your area to request their help. Obtain that leader’s commitment for
the event itself: “Can we have your assistance and recommendations on
this upcoming event?”
Then discuss with all local leaders how they might best help in the
event’s preparation and execution. Attempt to tailor your request
to the leader’s strength: “I need someone to help with celebration
logistics registration. Will you manage all the celebration for this
event? We will need six Senior or Executive Directors to assist you.
As Celebration Director, I need you to make a list of all Executive
Directors in attendance that will be given to the Event Host right before
the meeting begins so we can pay proper tribute to all the Executive
Directors. The list will need to have the correct status of each individual
and be in status sequence from lowest to highest. This is an important
responsibility. Will you do that for me?”
If you are not the Event Director but live in the community where the event will take place: Please don’t wait for the Event Director to call you. As a local leader
you should contact the Event Director and volunteer your help. Take
initiative and let the Event Director know if there is something specific
you can do to help.
When there is an event in your community, its success or failure will
ultimately impact your business and reflect on your leadership. It is
every leader’s responsibility to make certain every event is a
great success.
Create Your Event Team
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Event Host: Works directly with the Event Director.
•Reviewsmaterials,DVDs,andagendasrelatingtothemeetingatleastone week in advance
•Welcomesallattendees
•Isthemainpersononstageduringtheevent
•Conductscelebrationfromthestage
•Announcesthespeaker(s)
•Keepseventmoving
•Addsenthusiasmandfuntothemeeting
Product Display Creator: Designs a professional-looking product display
that demonstrates the various product families and variety of products.
•Arrivestwohoursearly
•Hastheproductdisplaytablesetupandreadyonehourbefore doors open
•Bringsalongatleastonepersontohelp
•Hasatleastonepersontohelpanswerquestionsattheproducttable
before and after the meeting
•Ataminimum,usesaCareerPackforthedisplay
– Display should be in the front of the room to the side of the stage
– Refer to Product Display on page 25 for an example of a product display
Registration Team Director: Supervises registration team.
•Arrives two hours before event
•Makessureregistrationtablesaresetupandorganizedonehour prior to start time
•Overseesallaspectsofthecheck-inprocessandattendancerolls
•Atlargerevents,createsstatussigns(Director,SeniorDirector,Executive
Directorandabove)toaidintheregistrationprocess.
•Passesoutpackets(oneperbusiness)orhandoutsafter
attendee registers
•Atendofevent,organizestheattendancesheetsandanyregistration
forms that need to be returned to Melaleuca by 8 a.m. the next morning
•Assistsincleanupandboxingupofanyothermaterials
Every event consists of two key positions that are assigned by the company: 1) the Event Director and 2) the Event Host. These are chosen by the Regional Director or Regional Vice President. There are several additional support positions that are assigned by the Event Director. Every leader in the community (Senior Director and above) should be given a leadership role to play at each event.
It is the responsibility of every Melaleuca Corporate Director, Executive Director, and Senior Director to support the Event Director in helping make every event a life-changing experience.
Event Director: The Event Director for each event is assigned by the
company and is the event’s lead organizer.
•Coordinatesthelogisticsandallthedetails
•Choosesandassignsallmembersoftheeventteam
(exceptEventHost)
•ReceivesanypackagesfromCorporateOffice
•Overseestheentireevent
•Workswiththeteamtoensureallpiecesareprepared
•Assignstwopeopletoshareatwo-minuteproductexperience
– Explains guidelines: personal experience and the “why” behind the
product(i.e.thescienceandingredientsbehindtheproductand
theresults)
– There should be at least one Oligo™ story
Assistant Director: Assists the Event Director with managing the event. •StayswiththeEventDirectorduringtheentireevent •SitsbesidetheEventDirector,runserrands,anddeliversmessages
asnecessary(totheSoundDirectororLightingDirector,etc.)
Create Your Event Team
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Ushers: Responsible for crowd control, helping people find their seats and
chairs, and keeping doors closed during videos, etc.
•Arriveatleastonehourearly
•Only60%ofthechairsshouldbesetup,whileother40%stackedin
backofroomuntilneeded.(Oneoftheworstthingsthatcanhappenat
a meeting is for there to be a lot of empty chairs. You can have a great
event with only a few people, as long as most of the chairs are full. A
lotofemptychairsdrasticallysubtractsfromthefeelofthemeeting.)
•Onlyputadditionalchairsoutwhenabsolutelynecessary
•Fillinanyemptychairs
•Kindlyaskpeopleifthechairsnexttothemareavailable
•Duringvideos,makesurelightcomingfromdoorsopeningandclosing
does not distract the experience; keep doors closed during video
presentations by directing people to one designated exit door. If any
prolonged disruptions from attendees or babies occur during meeting,
politely direct them to the foyer. However, do not let people go in and
out of the room when a video is running. The light from the open door
greatly subtracts from the message in the video
•Announcecountdownoftimetothosewhoarenotinthe
meeting room at the end of a break and assist getting crowd back
into the ballroom
•Managedoorsanddoornoiseduringmeeting
•Assistwithbothsetupandcleanup
Celebration Team Director: Manages all celebration-related activities and processes. •Arrives at least two hours prior
•OrganizesandstaffsAwardsRegistrationtable
•Setsupawardsonstage
•VerifiesthereisenoughseatingforCorporate,Executive,and
Senior Directors
•KnowswhichCorporateandExecutiveDirectorsareinattendance,by
name and status
•CreatesacompletelistoftheCorporateandExecutiveDirectors
andgivestotheEventHostpriortothestartoftheevent(thislistis
sequencedinorderofloweststatustohigheststatus)
•WorkswiththeEventHosttodetermineresponsibilitiesforthe
Celebrating Success portion of the agenda
•Assistswithliningupawardrecipientsonstageright
(ifapplicable);referstoCelebratingSuccessDiagram(page25)
for details on how attendees should walk on and off stage
Greeters: Create a great environment by welcoming attendees to
the meeting.
•Arrive at least one hour early
•Are outgoing, friendly, and upbeat
•Stand at ballroom entrance, greet everyone enthusiastically, shake
hands, smile, and welcome each attendee
•Assistwithbothsetupandcleanupasneeded
Stage Coordinator: Ensures room is set based on standards.
•Arrivesatleasttwohoursprior
•FollowsRoomDiagrams(pages26–33)fordetails
•Hangspodiumsign
•Coordinatesbannerhangingwithhotel
•Arrangesforplantsonstage
Create Your Event Team
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Sound & AV Tech Director: Responsible for all video and audio needs
during the event.
•Arrivestwohoursearly
•WorkswithhotelAVTechtotestappropriate“highenergy”levels
for mic, video, walk-in music, awards music, break music, and
walk-out music
•Makessurelivelymusicisplayedforwalk-in
(usingapprovedMelaleucamusic)
•Testsallvideos,DVDs,CDs,andmicrophones
•SitsbesideAVTechduringentireprogram
•MakessureduringtheCelebratingSuccesssegmentthatAVTechlowers
the sound a little while names are read, then raises it as they walk up to
the stage – Ensures all aspects of the meeting are well-managed with appropriate sound
and video requirements – Assists with both setup and cleanup
Lighting Director: Coordinates all lighting requirements related to the event.
•Arrivestwohoursearly
•Locatesandpracticesusingeachlightswitch
•Knowsexactlyhowtooperateeachswitchandturnslightsofffor
video segments
•Dimslightstogetaudienceintotheirseatsafterthebreaks
•Lightsshouldbecompletelyoffforallvideoportions
•Somelocationshavemultiplelightswitches;iftherearemultiple
light switches at multiple locations, organizes one person at each
light switch
•PracticescueswithEventDirectorsotheteamisawarewhenlights
are turned off and on
•Attheendofbreaks,flasheshallwaylightstogetpeopleback
into ballroom
•Staysnearthelightswitchesduringmeetingtokeepothersfrom
accidentally turning them off or down
•Assistswithbothsetupandcleanup
Multiple Responsibilities: In some instances, there might be one person
doing two or more roles. However, whenever possible each volunteer should
only have one role. Make sure your most reliable leaders are filling the most
critical roles.
Create Your Event Team
Event Team Assignments
Event Director:
Event Host:
Assistant Director:
Registration Team Members:
Director:
Celebration Team Members:
Director:
Ushers:
Director:
Greeters:
Director:
Product Display Creator:
Sound & AV Tech Director:
Stage Coordinator:
Lighting Director:
Lighting Assistants:
Product Experience Stories:
As Event Director, you will need help from leaders in your area to run a successful event. Get all local leaders involved and make assignments.
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Careful attention to detail makes the difference between a poor meeting and a great meeting. As the Event Director, in the days or weeks prior to the event you should do the following:
Visit the hotel: If possible, visit the hotel before the contract is signed.
Do a walk-through of the ballroom and make sure it meets Melaleuca’s
standards. Here are some key points to consider:
•Willthestagebewell-litwhiletherestoftheroomisdimmed?•Isthereagoodsoundsystem?•Isthescreenlargeenoughandhowisthelineofsightfortheaudience?•Doestheroomhavetallceilingsanddoestheroomfeelinviting?•Istheroomthecorrectsizeforthenumberofattendees?•Wherearethelightcontrolsandhowdotheyoperate?•Doestheroomsmellclean,freefromodors?•Isthehotelprofessionalandwell-kept?•Isthehotelinagoodlocation?•Howdoattendeesfindthemeetingroom?Isiteasytofindordoyouneeddirectionalsignage?
For details on recommended screen size, room size, and ceiling height,
refertotheAVandRoomRequirementsonpage24.
Review stage and room requirements: A proper room setup is very
importantforagreatmeeting.Take30minutestoreviewtheroom
setupwithyourhotelcontactandAVTech.RefertoAVandRoom
Requirements more information.
Banners: Besureyouhavearrangedwiththehoteltohangbanners.
Confirmwhereandhowthiswillbeaccomplished.Bannersshouldbe
pinnedorrigged.DonotusetapeorVelcro.Sometimesthehotelwill
insist that their technicians hang the banners and sometimes they
require that you hang them. Discuss with the hotel in advance. See
Room Diagrams for banner placement. Remember to contact Executive
Directors in your area and remind them to bring their pull-up signs.
Contact the hotel: Knowyourcontactswellinadvance.
Confirm room setup and the number of chairs.
Assignments: Make all assignments listed above at least
2 weeks prior to event. Review roles and responsibilities and
make sure they practice their responsibilities.
Review all materials and DVD (ifapplicable): Your
Melaleuca packet will arrive well in advance of your event. Make
sure you have reviewed all the contents thoroughly.
Confirm all materials: Make sure all materials, banners, boxes,
etc., have arrived at either your home or the hotel at least one week
prior to your event. Check boxes right away and verify you have all
the necessary materials. Don’t wait until a few days before the event
to check your boxes.
Delivering Wellness Presentation from stage: If another
Marketing Executive is presenting a Delivering Wellness presentation
prior to the Launch or other meeting, contact him or her prior to
the meeting date. If possible, receive a copy of his or her bio, then
provide to the Event Host.
Proximity: If the meeting is scheduled to take place in a different
city, arrive at least one day prior.
Set agenda: Review or create timelines for each part of the
event. Call presenters to let them know start and finish times for
their presentations.
Pre-Event Checklist for Event Director
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Materials: Have all materials, boxes, banners, products, etc., at the hotel.
Arrive early:Youandyourteamshouldarriveapproximately2–3hoursbeforehand(orearlier),dependingonthesizeandscaleofthemeeting.
Confirm room setup is correct: Stage, screen, tables, chairs, etc.
Chairs: Roomshouldbesetupfor60%ofyourexpectedattendance,leaving40%ofthechairsstackedatthebackoftheroom.Avoid having any empty chairs. Empty chairs put a damper on any meeting. Put out extra chairs only when the demand requires it.
Packets/handouts: Hand out packets at Registration. Once an attendee registers,handthemapacket(1perbusiness).Remindattendeesthatpackets are only to be opened when instructed.
Reserved seating: Place signs on the front rows for Corporate, Executive, and Senior Directors and Management Team members as appropriate. Seating must be by status.
Banners: Hang banners on the appropriate walls in the room. Refer to the RoomDiagrams(pages26–33).Hangbannerswithpinsorbyrigging.DonotuseVelcroortape.
Registration and attendance rolls: Registration tables are set at the entrance of the meeting room. Make certain all attendees sign the appropriateattendanceroll:1)General:Customers,MarketingExecutives,andDirectors;2)SeniorDirectors;3)ExecutiveDirectorsandabove.Ifthereare any celebration items, ask attendees to complete the appropriate forms.
Signs: Hang “Registration Desk” and “Awards Registration” signs on walls behind the registration tables. Hang the podium sign using heavy-duty duct tape or other reliable adhesive.
If you’ve planned appropriately, the meeting day will be nothing more than a day of implementation. Arrive early and ready to handle any last-minute changes or complications. Be certain to wear your Melaleuca pin and remember that you represent the company at all times.
Product display table: Make sure the product display table is completed one hour prior to the meeting. This display should be on a table next to the stage at the front of the room. Display should look professional and with latest product packaging.
New products (Launch only): Wait to uncover any new products until after the conclusion of the video.
Rehearsal: For those going on stage, allow them to practice their introductions, announcements, or award presentations with enthusiasm before doors open to the audience. This should occur at least one hour prior to doors opening.
Audio visual:CoordinatewithyourassignedAVTechDirector.TheAVTechDirectorshouldtestvideosandsoundlevelswiththeAVTech.Confirmallequipmentisatthetechtable.PracticecueswithAVTechand Lighting Directors. Rehearse awards music during the celebration rehearsal. The awards music during celebration is lowered in volume while names are read then raised while they walk to the stage. This helps add to the excitement and recognition. As a helpful guideline: on a scale from1to10,astheEventHostreadsnamesvolumelevelsshouldbeata5to6.Then,afterthenameisread,volumeraisestoan8or9.Thetestingshouldbecompleteatleast1hourpriortodoorsopening.Playwalk-inmusic30minutesbeforethestartofthemeeting.Soundlevelsforwalk-in are at a sound level 8—high energy.
Lighting: Follow up with your Lighting Director. Lighting Director should testalllightinglevels.RehearsecueswiththeAVTechDirector.
Presenters and agenda: Review the timelines with presenters. Remind presenters to be upbeat and energized, but to refrain from “hype.” Let presenters know how much time they will have and that if they go over on their time they should expect you to graciously interrupt them. They need to avoid going over on time so that the meeting can proceed as planned.Besuretoopendoors30minutespriortothemeeting.
Leaders in attendance: The Celebration Director should take special care to make sure that all Corporate and Executive Directors are registered and provide the names and statuses of Corporate and Executive Directors in attendance to the Event Host. The names should be provided in status sequence from the lowest status to the highest status.
Day-of-the-Event Checklist
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Your preparation will directly impact the feeling in the room, but your role as the Event Director continues throughout the event as you manage the stage presentations. Coordinate with your Event Host. It is his/her responsibility to keep the meeting warm, inviting, and upbeat.
Start on time. Doorsopen30minutesprior.Theonlyexceptiontostarting
on time is to wait while putting out more chairs due to overflow. In that
case, make an announcement that you will be ready to begin as soon as
the extra chairs are out and people are in their seats. Communicate to the
crowd if there are any delays. Explain the delay and let them know this
meeting will start soon.
Event Host: Give5-minuteand2-minutewarnings.
Lighting Director: Turnlightsoff30secondspriortostart.
Usher: Close doors. Hang a “Meeting in Progress” sign outside the door.
Event Host welcomes everyone to the event.
Status celebration: Melaleuca Events create a unique opportunity for
you to celebrate the success of the leaders in your area, community,
and even within your organization. As you celebrate, remember how
significant the experience will be for the leaders you recognize. It is your
responsibility to set an energetic tone for the duration of the meeting.
SeeLeadershipCelebrationformoreinformation(pages20–21).
Appropriate Announcements: Review any announcements that seem
appropriate for the setting.
• Cell phones turned off
• No recordings of Melaleuca events (this includes camcorders, audio recorders, and phones)
• Stay in your seats during the meeting unless necessary
• If you need to leave, sit in chairs along the back of the room when you return
• If you have a baby who becomes fussy, please take him or her to the foyer
• You can give confidential feedback on this meeting by going to MelaleucaEvents.com
– “I encourage everyone in the room to go online and tell us how we did tonight.”
Introduce each presenter: Read their bio and introduce them before
each presentation.
Energy: Havefunandkeeptheenergyhigh!ButDONOTaskfor
noise or try to get people yelling and screaming more than the substance
warrants. Such hype creates a feeling of being fake and phony.
Genuineenthusiasmisgreat!Hypeisnot!Energyandapplauseshould
be genuine.
Awards: Award music playing. Music volume should be lowered as the
Event Host reads names and raised as each person walks to the stage.
Keeptheenergyhighandengagetheaudiencetosupportthosebeing
recognized. Do not announce, “Anyone who qualified that we did not call,
please come up.”
Close: Thank each presenter, leader, and all attendees for their
participation. Review Call to Action and any details for turning in order
forms, etc. As meeting concludes, play walk-out music.
During-the-Event Checklist
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•AllleadersinattendancefromDirectorsthroughCorporateDirectorsshould
be acknowledged and celebrated at every Melaleuca Event. This should
always occur basically the same way, regardless of whether the meeting is on
the East Coast or West Coast, in the United States, Asia, or Europe.
•AstheEventHoststartsthisportionoftheprogram,theAVDirectorshould
startthecelebrationmusicwiththevolumeat5or6(scaleof1to10).As
eachnewstatusisrecognized,graduallyincreasethevolumeto8or9and
hold until Event Host moves to the next status.
•Donotpubliclyrecognizeguestsoridentifyguests(thosewhoarenot
Melaleucaleaders).Guestsusuallydonotwanttobeidentified.Avoidmaking
anyone feel uncomfortable or embarrassed. Simply welcome everyone.
•AstheEventHost,itisyourresponsibilitytokeeptheaudienceenergylevel
high. If you notice a lull in the applause, take the initiative to remind people
to applaud enthusiastically for the achievement of others.
•Makecertaintorecognizeindividualstatuses(Director,DirectorII,Director
III)ratherthanstatusgroups(Director,SeniorDirector,ExecutiveDirector).
You can best do this by sharing some explanation of the requirements and
rewards for each status. You might recognize Director-status leaders using
language similar to the following example:
• “Forthenextsegment,itwillbemypleasuretocelebratetheachievementof
atrulyexceptionalgroupofleaderswehaveinattendanceheretoday.”
• “First,letmeintroducethosewhohavetakenthefirststepinbuildingtheir
businesses.They’veenrolledeightcustomersandqualifiedfortheirfirst
leadershipstatus.TheyaretheMelaleucabusinessleadersofthefuture.
Directors,notyetDirectorsII,pleasestand(applause).”
• “Now,we’llinviteDirectorsIItostand(applause).”
• “Ournextleadershaveenrolledatleast11customers,andfromthose
customers,they’vetakenthenexttrulycrucialstepinbuildingtheir
MelaleucabusinessbyhelpingoneoftheircustomersachieveDirectorstatus
andnowqualifytoparticipateinLeadershipPoolBonuses.DirectorsIII,
pleasestand(applause).”
Continuethisprocesswitheachsuccessivestatus:DirectorIV,DirectorV,DirectorVI,etc.
•Unlesstherearemorethan10SeniorandExecutiveDirectorsattheevent,you should introduce each Senior Director individually by name. Have the Celebration Director create a Senior Director list along with an Executive & Corporate Director list. The list is organized by lowest to highest status. Ifmorethan10SeniorDirectorsareinattendance,onlyrecognizeeachstatus level as a group by having that group stand. Executive and Corporate Directors should always be introduced by name.
•BeforeintroducingSeniorDirectors,explainthattheleaderisnowearninga significant income with his or her Melaleuca business and has received theCarBonus.YoumayeventakeamomenttoexplaintheCarBonustothose in attendance:
“Now,leaderswhohaveachievedSeniorDirectorstatusnotonlyhave
developedfivepersonalDirectorsandenrolledatleast20activepersonal
customers,they’realsoearningasignificantmonthlyincomeandMelaleuca
ispayingforthemtodriveabrand-newcar.WillallthoseatSeniorDirector,
notyetSeniorDirectorIIpleasestand?”Continueintroducingeachstatus
level:SeniorDirectorII,SeniorDirectorIII,etc.
•AlwaysintroduceallExecutiveandCorporateDirectorsindividuallybyname and status. The Celebration Director should provide the Event Host with a list of all Executive and Corporate Directors in attendance. Take a brief moment to explain what it means to achieve this status level:
“NowIhavetheprivilegeofintroducinganelitegroupofleaders:our
ExecutiveandCorporateDirectors.Theseleadershavehundredsofcustomers
intheirorganizations,andhavedevelopedmorethan10personalDirectors.
TheaverageincomeforanExecutiveDirector-statusleader,itshouldbe
noted,ismorethan$140,000ayear,andthey’reearningtwiceasmuch
fortheirCarBonusascomparedtoaSeniorDirector.Iinvitetheseleaders
tocomeandstandonstageastheirnamesareread.Ladiesandgentlemen,
pleasejoinmeinrecognizingthesetrulyincredibleleaders:(leader’sstatus
andname)(applause).”
Event Host : Leadership Celebration
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Q— If the group is a little unruly, how do I call attention and get the
meeting started on time?
A— HaveyourassignedLightingDirectordimorturnoffthelights,andthen
raisethembackfourtimes,whileyoustandatthepodiumsothegroup
noticesthatitisabouttimetostart.Afterabout30seconds,announceto
thegroupthatitistimetogettotheirseatsandthatyouwillbestarting
in2minutes.Ushershouldhelppeopleinhallwaysandbackofroomto
“Pleasetakeyourseats.”Turningofflightsandplayingashort“motivational
quotes”videoatthebeginningofthemeetingalsohelpscalltheirattention.
Q— What if during the presentation the sound levels are not right for
the music, video, or microphones?
A— IdeallyyouwillhavecoordinatedwiththeAVDirectorandHotelAVTech
togooversoundbeforethemeetingandagreedonhowtosignalhimor
hertoadjustthesoundwhenappropriate.Ifnot,insteadofmovingahead
withpoorsoundvolume,haveyourAssistantDirectorgospeakwithyour
AVDirectorandtheHotelAVTechtofixtheproblem,andthenproceedwith
yourmeeting.Ideally,yourAVDirectorcanhandleitwithoutinterrupting
themeeting.
Q— When announcing awards, there is not very much support and
applause from the audience. How do I get the energy going?
A— Takeamomentandinstructtheaudiencetolettheawardrecipientsreceive
theappropriaterecognitionfortheirhardwork,andthatthisistheir
moment,sopleasegiveanenergeticapplauseastheirnamesareannounced
tocomeacrossthestage.Iftherearealotofawardsandittakesawhile,
keepaskingtheaudiencefortheirsupport.
Q—The product experience is going on too long. What should I do?
A— Makesureyousetuptheappropriateexpectationsup-fronttokeepthe
storytojust2minutes.Inthecasethatitisgoinglong,gentlycomeup
behindthemandgiveasubtlehintbystandingnexttothem.Ifitstillkeeps
draggingout,politelyaskthemtowrapitupinthenextminutesoyoucan
coveralltheotheragendaitemsforthemeeting.
Questions and Answers:
Just as you monitored and assisted with the setup and preparation of the event, you’ll need to do a few things to professionally take down the arrangement before you take that sigh of relief. Make sure you have help from your team.
Product display: Pack up product displays and display stands.
Melaleuca materials and banners:Boxupandreturnallcompany
materialstoMelaleuca(exceptunusedpaperwork).Rollupbanners,place
CDsorDVDsinpaddedenvelopes,andreturnpodiumsign.
Paperwork: Send all pertinent paperwork to designated contact
at Melaleuca, including Launch order forms, attendance rolls, and completed awards forms by 8 a.m. the following day.
After-the-Event Checklist: FAQs
24 25
Audio VisualScreen •One:10'x14'screensetstage
leftforattendanceunder600
•Two:10'x14'screenson
each side of the stage for
attendanceover600
Projector •Frontscreenprojection
recommendedfor600orless
•Rearscreenprojection
recommendedfor600ormore
Laptop •RGB/VGAcables
•Basedonthetypeofmeeting,
determine if the laptop should
be set at the podium or at the
AVTechtable
Microphones •1podiummicrophone
•1wirelesshandheld
microphone
CD Player – for music
DVD Player(ifapplicable)
Sound – house versus speakers.
Discuss with hotel if the house
sound is acceptable. Add speakers
ifnecessary(e.g.lowqualityhouse
soundorforalargeraudience).
•1speaker:125orfewerpeople
•2speakers:150ormorepeople
•4speakers:over600people
StagingStage Size •75to600attendance:
12'x18'x24"
•Over600attendance:
24'x30'x24"
Podium – professional-looking
and not worn. Wood podium is
preferred.
Plants •6to8smallplantsforfront
ofstage(e.g.ferns)
•2largeplantsforback
ofstage(e.g.ficus,palms)
Pipe & Drape – behind stage and
hang a banner in middle
Stairs – on each side of stage
Room Set •Firstrowofchairsset6to8
feet from stage.
•Distanceinaislesis5feet
•AVTechtablesetatbackof
the room, not behind the
stage or side of room
•Tableforproductdisplay is set stage right
•Ceilingheightshouldbe12feet or taller
Celebrating Success Stage Process
10 x 14
Line Forms Here
Announcer Stands Here
To help with the celebration process, refer to the diagram below for how the line should flow. The announcer stands off the stage, reads the name, and the recipient walks across the stage.
AV and Room Requirements
26 27
Banner A
10 x 14
Banner A
Banner B
or
or
Banner B
5 ft.
6–8
ft.
Pull-up Sign
Pull-up Sign
AV Tech Table
Banner C
Entrance
75–125 Attendance
Diagram KeyRG=GeneralRegistrationTableRL = Registration for SD, ED, and CDAR = Awards RegistrationAT = Awards Display Table P = Product Display Table
Banner Guide
Banner A
Banner B
or
or
RG
RL
AR
AT
P
Small Room Diagram
28 29
Banner A
10 x 14
Banner B
Banner D
Banner C
5 ft.
6–8 ft.
Pull-up Sign
Pull-up Sign
Entrance
5 ft.
Banner A
Banner B
or
or
AV Tech Table
125–300 Attendance
RG
RL
AR
AT
P
Diagram KeyRG=GeneralRegistrationTableRL = Registration for SD, ED, and CDAR = Awards RegistrationAT = Awards Display Table P = Product Display Table
Banner Guide
Banner A
Banner B
or
or
Medium Room Diagram
30 31
Banner A
10 x 14
Banner B(Oligo)
5 ft.
6–8 ft.
Pull-up Sign
Pull-up Sign
Entrance
5 ft.
Banner E (Oligo)
Banner A
or
AV Tech Table
300–600 Attendance
Banner Guide
Banner A
or
RGRL
AR
AT
P
Diagram KeyRG=GeneralRegistrationTableRL = Registration for SD, ED, and CDAR = Awards RegistrationAT = Awards Display Table P = Product Display Table
Large Room Diagram
32 33
Banner A
10 x 14 10 x 14
Banner B(Oligo)
Banner C(Exceptional Products)
5 ft.
6–8 ft.
Pull-up Sign
Pull-up Sign
Entrance
5 ft.5 ft.
Banner G(Oligo)
Banner F(Oligo)
Banner E Banner D
Pull-up Sign
Pull-up Sign
Entrance
Banner A
or
AV Tech Table
600+ Attendance
Banner Guide
Banner A
or
RG
RL
AR
AT
P
Diagram KeyRG=GeneralRegistrationTableRL = Registration for SD, ED, and CDAR = Awards RegistrationAT = Awards Display Table P = Product Display Table
600+ Room Diagram
34 35
Event Team Assignments
Event Director:
Event Host:
Assistant Director:
Registration Team Members:
Director:
Celebration Team Members:
Director:
Ushers:
Director:
Greeters:
Director:
Product Display Creator:
Sound & AV Tech Director:
Stage Coordinator:
Lighting Director:
Lighting Assistants:
Product Experience Stories:
As Event Director, you will need help from leaders in your area to run a successful event. Get all local leaders involved and make assignments.
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