Learning the hard way

DAY IN THE LIFE: Gabrielle Mouterde, event manager at the International Society of Ultrasound in Obstetrics and Gynaecology chats to Holly Patrick about why there’s no such thing as ‘day-to-day’ in event planning and why local laws, politics and tax regulations are all part of planning an international congress.

How has this role developed since you started?

Events are intrinsically linked to bringing people together, so what’s happening in the world always affects our work.

My role is to react to that, rise to new challenges and to develop meetings that reflect these changes. We’ve seen for example an increase in awareness about sustainability, inclusivity, diversity, the use of technology and corporate responsibility, all of which need to be integrated into the way we organise our events.

How did you get into event planning?

By chance! I just happened to have a job that had elements of project planning, events and education and it was that side of the role that I really enjoyed and was drawn too. When I got my first ever ‘full’ events role, I knew I would be here for a long time. I love the vibrancy and creativity of the industry; we always want to be at the forefront of change.

What does your day to day involve and how does this change when you’re planning an event?

I’m not sure there is such a thing as ‘day to day’ in events! Or if there is, I’ve been fortunate enough to miss it. There’s always a new idea, initiative, challenge and solution, particularly in the COVID era!

We’re planning events throughout the year and every day is different. However, the one thing that doesn’t change is our 08:45 morning huddle which is a team meeting that lasts 15 minutes. It’s vital for team-awareness, communication and checking that projects are on track.

Do you have a favourite event?

We organise roughly 10 small courses (20-400 pax), an international symposium (400-800 pax) and a World Congress (3000 pax) which are all managed by the Events team. I know I should love them all equally, but my favourite is the World Congress.

It gives me the chance to implement more creative and innovative ideas to improve the attendees’ experience. Also, it’s an amazing feeling to bring so many teams together to create an unforgettable event and the energy and comradery onsite is incredible.

What are some of the biggest challenges when organising international events?

One of the trickiest aspects to working internationally is the fact that there is no one place to go to find out all the information you need for working in a different country.

Years of experience (and tricky situations) taught me the importance of understanding the working culture, tax implications, local politics between organisations and individuals, specific laws that will affect the event, visa requirements, national accreditation specifications etc.

DMCs can help, but they’ll never have all the answers, so you really need to learn what could potentially affect your event and find the answers out as early as possible.

 What do you wish you had known when you started the role?

At the beginning of my career, it would have been very handy to know how to deal with impossible impulsive ideas thrown at the events team, instead of learning the hard way through experience. And also, always pack a swimming costume, even though you might have very little time to use a hotel gym or a swimming pool!

What’s your favourite part of the job?

I have an amazing team, so one of the best parts of the day is working on a process or problem with them and finding the best solution, normally with a lot of humour thrown in.

One of the best parts of working in international events is that it can take you to places around the world and allow you to experiences things you’d never be able to do normally, like private night tours of the Sistine Chapel or the Churchill War Rooms.

What’s been your most memorable event to date and why?

That’s difficult to say but the Congress party in Chinatown Food Street, Singapore, was very memorable especially since it was the first time they’d ever privatised the street. It was a great feeling to bring 800 people to this unbeatable location and experience the famous Singaporean street food in the heart of the city.

What is a permanent change you would like to see in the association events planning industry?

I would like the business events industry to be seen as an industry on its own rather than grouped with tourism or hospitality, and to have stronger lobbying power through a unifying organisation.

The lack of clarity about our profession has meant that many colleagues in our industry struggled to get appropriate support during the COVID crisis.