Event Organizer

As a registered member of the Indonesia Congress and Convention Association (INCCA), AETS IP has procured an extensive portfolio in event management. Our company strives to help clients organize and manage project events as expertly as possible, whether domestic or international. We also work hard to ensure that each event is implemented within the clients highest standard.
AETS IP is currently involved in organizing events under five projects:

  1. MCA-Indonesia Events

AETS IP has entered into a one-year contract with MCA-Indonesia to serve as its Event Organizer starting January 2015. Since then, AETS IP has executed a variety of MCA-I events from workshops, writing competitions and national meetings, to the field visit of Ms. Dana Hyde, the CEO of Millennium Challenge Corporation (MCC) the US organization that supervises MCA-I.
AETS IP s duties stated within the contract include:

  • Coordinating with MCA-Indonesia s ground teams to provide technical assistance in developing terms of reference for each particular event. This includes event concept and implementation plans, budgeting, scheduling, logistics, communication materials, human resources, documentation and all other aspects required for the events.
  • Leading event preparations and ensuring that MCA-Indonesia s teams are updated and involved in the overall process.
  • Organizing and coordinating all aspects of events, in example travel arrangements, venue and conference facilities, and handling of all payments.

Several MCA-I events that have been handled by AETS IP:

No. Location Event Date
1. Mamuju CEO Visit March 8 Apr 2, 2015
2. Jakarta Global Nutrition Report Feb 4 9, 2015
3. Jakarta Pre-submission Meeting:Renewable Energy Co Financing Grant Feb 3, 2015
4. Jakarta National Preparations Meeting:Nutrition and Health-based Citizens Program Jan 20 27, 2015
5. Palembang, Palangkaraya, Jakarta Event Launch:MCA-I Initiated Formative Study and Media Gathering and Health and Nutrition Writing Competition Jan 23 Feb 18, 2015

 

  1. Strengthening Technical Capacity: Rice Fortification under RASKIN Program in Indonesia (RASKIN) Asian Development Bank (ADB)

For this particular project, AETS IP arranged several meetings with stakeholders and trainings for the staff of Badan Usaha Logistik (BULOG) in Karawang district.
During the staff training, AETS IP s duties included the following:

  • Planning, coordinating and executing training sessions which also involved overseeing plans as well as executing its operations and logistics.
  • Managing different event operations, such as selecting facilities, contracting and pricing of event vendors, arranging transportation, taking care of catering selections and audio/visual arrangements.
  • Supervising the production of trainings, in example working with a graphic designer on designing brochures.
  • Identifying participants to be invited.
  • Hiring the most suitable trainers to conduct training sessions.
  • Distributing feedback forms to all participants and speakers for evaluation purposes.

List of training sessions under the RASKIN Project:

No. Location Training Session Date
1. Karawang Premix and Fortified RASKIN Stability Test Training Aug 21, 2014
2. Karawang Quality Control of Fortified Rice Production and Feeder Operation Training July 18, 2014
3. Karawang Premix Storage, Handling, Sampling and Analysis Training July 10, 2014
4. Karawang Developing and Strengthening Extension Worker Function in Socializing Fortified Rice Program in Indonesia June 9 11, 2014
5. Karawang Storage Facility Management Training June 5 and June 10, 2014

 

  1. Better Training for Safer Food (BTSF) European Commission

AETS IP has conducted two BTSF workshops in Indonesia. The first workshop was held in Denpasar, Bali, on Feb. 2 6, 2015. The workshop was titled Workshop on Food Safety of Fishery Products and was aimed to train professionals with government backgrounds in the relevant areas to design and implement a system of efficient official controls. This is essential to verify government officials compliance with general and specific hygiene and food safety requirements in handling maritime produce. The workshop was attended by 80 participants from South East Asia and Europe. Indonesia s Maritime Affairs and Fisheries Minister, Susi Pudjiastuti, was also in attendance to deliver a welcome speech at the workshop.
The second workshop was held in Yogyakarta on March 3 6, 2015. This workshop on Highly Pathogenic Avian Influenza (HPAI) was attended by 75 participants from Southeast Asian and Pacific countries and was carried out with assistance from the Ministry of Agriculture. The main objective of the workshop was to enhance participants understanding of EU legislations on surveillance and control of Avian Influenza, and how to implement equivalent standards within the ASEAN region.
During the implementation of these two workshops, AETS IP was responsible for:

  • Researching Indonesian hotels where the event could be held and establishing work relationships with beneficiaries and EU delegation in Jakarta.
  • Assisting the selection of participants upon the project manager s request.
  • Assisting the reservation of flight tickets for workshop participants and ensuring that the tickets included travel insurance for health care and repatriation to their country of origin.
  • Handling all hotel payments for workshop participants supported by the project as well as the external EU experts.
  • Handling workshop registrations.
  • Supervising the quality of services provided by hotel and verifying that these services are carried out according to the contract signed with the hotel.
  • Supervising workshop documentations.
  • Liaising with EU delegations in Indonesia and the Department of Animal Health to ensure that the press was informed of the event, and ensuring that the necessary steps are in compliance to the wishes of the EU delegates.
  • Assisting in the production and distribution of meeting materials containing participant information, name tag, short presentations regarding speakers, and goody bags.
  • Distributing feedback forms to the participants and speakers for evaluation purposes.

 

  1. ASEAN Regional Integration Support by EU (ARISE) European Commission

One main objective of the ARISE project was to enhance the capacity of ASEAN state members in harmonizing and implementing policies and regulations in the sectors of economy and trade. The project holds a sufficient amount of routine workshops, trainings and conferences. Many of them are held in Indonesia due to the ASEAN secretariat s location in Jakarta.
AETS IP s event organization duties under the ARISE Project included:

  • Managing event budgets.
  • Securing and booking hotel or conference room, invited participants and key speakers.
  • Identifying invited participants and key speakers, as well as preparing the travel itinerary for participants (booking airline tickets, arrange ground transports, acquiring visa, etc).
  • Coordinating all attributes relating to venue management, caterers and equipment hire.
  • Preparing event logistics (goody bags, banners, backdrops, etc)
  • Handling payments to the vendors (travel agent, digital printing company, hotel, etc)
  • Distributing feedback forms to the participants and speakers for evaluation purposes.

Events implemented by AETS IP under the ARISE project in Indonesia:

No. Location Event Title Date
1. Jakarta ASEAN Training of Authorized Economic Operator (AEO) Trainers Feb 9 13, 2015
2. Jakarta Workshop on the Development of the ACFCR for Food Labelling and Audit and Certification of Food Hygiene and HACCP Dec 15 17, 2014
3. Jakarta Workshop on Formulation of an Enhanced Scorecard Mechanism June 9 10, 2014
4. Jakarta The Mapping of ASEAN Diciplines on Non Tariff Measures and of ASEAN Member States Authorities Having a Role in Collecting, Classifying, and Notifying Information on Non Tariff Measures: Conclusion and Recommendations for the Establishment of National Trade Repositories and the ASEAN Trade Repository Apr 30 May 1, 2014
5. Jakarta Workshop to Discuss ASEAN Customs Transit System (ACTS) Technical Annex 4 to Protocol 7 Containing Transit Data Elements and Proposed Finalisation March 5 6, 2014
6. Jakarta Workshop on the Mutual Recognition Arrangement for Prepared Food Stuff Nov 18 20, 2013
7. Jakarta Introduction to Monitoring and Evaluation (Project Cycle Management) Oct 31 Nov 1 2013
8. Jakarta Introduction to Monitoring and Evaluation Oct 9 10, 2013
  1. Trade Support Programme II (TSP II) European Commission

Together with the consortium, AETS IP has budgeted and implemented the Trade Support Program II (TSP II) project in Indonesia with a 9,5 million-euro contract. One of the main objectives is to improve the coordination and transparency in the process for formulation and implementation of trade policy related to export development. To achieve this, TSP II Project will be holding plenty of domestic workshops, trainings, and conferences to come.
Duties of AETS IP in organizing the event:

  • Securing and booking hotel or conference room, invited participants and key speakers.
  • Identifying and prepping participants that will be invited.
  • Providing speakers and event materials (training presentations, certificates, etc).
  • Distributing feedback forms to the participants and speakers for evaluation purposes.

TSP II events handled by AETS IP:

No. Location Event Title Date
1. Jakarta Capacity Building in the FQIA Organizing and Implementing Official Controls Apr 6, 2014
2. Manado The Second Workshop on Developing a Commercial Standard for Nutmeg March 25, 2014
3. Serpong Implementation of the Action Plan for 2013 2014 for Selected Centres from the Ministry of Industry (Balai Besar dan Balai Riset) to Address EQI Issues Preparation of Business Plan for the Prioritization of the Corrective Actions Proposed under APE 12-12 March 13 14, 2014
4. Bandung Implementation of the Action Plan for 2013 2014 for Selected Centres from the Ministry of Industry (Balai Besar dan Balai Riset) to Address EQI Issues Preparation of Business Plan for the Prioritization of the Corrective Actions Proposed under APE 12-12 March 13 14, 2014
5. Manado Workshop on Developing a Commercial Standard for Nutmeg Oct 25, 2013
6. Surabaya Improvement of the Knowledge and Understanding of Indonesian Business Operators and Institutions on the (EC) 1907/2006 REACH Directive Applicable to Chemicals Exported to the EU Aug 27, 2013
7. Jakarta Certification System Catching Fish Certification for the Exporter Aug 20 2, 2013
8. Jakarta Workshop on Challenges for Accessing EU Market for EEE (Electrical and Electronic Equipment) Products Part 1 Aug 13 16, 2013
9. Makassar Implementation of the Action Plan for 2013 2014 for Selected Centres from the Ministry of Industry (Balai Besar dan Balai Riset) to Address EQI Issues Preparation of Business Plan for the Prioritasitation of the Corrective Actions Proposed under APE 12-12 March 24 25, 2013
10. Surabaya Implementation of the Action Plan for 2013 2014 for Selected Centres from the Ministry of Industry (Balai Besar dan Balai Riset) to Address EQI Issues Preparation of Business Plan for the Prioritasitation of the Corrective Actions Proposed under APE 12-12 March 20 21, 2013