Tracy de Maudave

** ******* ****** ******* ***** Midrand

Cell: 082-***-****

adh3n0@r.postjobfree.com

CAREER OBJECTIVE

Events Manger with over 20 years’ experience in Events and incentive travel in the direct selling industry. Looking for an exciting and challenging opportunity to expand my experience and learn new skills.

CORE QUALIFICATIONS

• Manage all Training Events and Local and International Incentive Trips

• Manage backstage, functions aspect of event and staff at all large events

• Have travelled and hosted small and large groups in various overseas destinations

• Manage the event from inception to completion

SKILLS:

• Microsoft Office

• Budgeting

• Communication

• Detail orientated

• Work under pressure

• Teamwork

• Admin

• Problem solving

• Organised

• Results driven

• Customer Service

• Attention to detail

• Patient

• Quick Learner

• Project management

• Planning

• People management

• Co-ordination and implementation

• Supplier negotiation

PROFESSIONAL EXPERIENCE

TUPPERWARE SA, Bryanston, Gauteng

EVENTS MANAGER, August 2016 – October 2020

MANAGE ALL TRAINING EVENTS, LOCAL TRIPS AND INCENTIVE EVENTS

• Liaise with HR and/or Sales team on the Agenda and Theme

• Agenda preparation

• Recognition - briefing all parties and communication with Sales

• Site inspection/s

• Book venue/s

• Negotiate venue hire fees

• Sourcing and booking appropriate air tickets

• Sourcing and booking appropriate accommodation

• Sourcing and booking appropriate car hire or transfers

• Oversee Events Buyer with the purchasing and sourcing of all gifts done by Events Buyer – supply Brief and manage to ensure timelines and requirement are met

• Oversee Events Buyer with the signing off selected Prizes, by Sales Director and MD, as well clear brief on how and when the Gifts need to be handed out.

• Oversee Events Buyer with the messages for all the gifts and ensure that these are completed by deadlines

• Budget to be signed-off within the budgetary limits set by the annual plan

• Liaise with Finance for recognition results, which should be typed up in a format for each slot.

• Communicate numbers and dietary requirements with venue.

• Rooming lists for all staff, delegates and guests

• Communicate information to Distributors & Staff

• Packing in preparation of the Event

• Transport of items to and from Event

• Return of stock to Plant/Office and to achievers after Event

CO-ORDINATE ALL “FUNCTIONS” ELEMENTS OF THE TWO ANNUAL CONFERENCES

• Site inspection/s (together with Senior Events Manager)

• Arrange pre-planning meeting with venues banqueting department on the function sheet.

• “Function” Logistics related to the event – security etc.

• Communicate numbers and dietary requirements with venue.

• Rooming lists for all staff, delegates and guests.

• Communicate information to Distributors & Staff (Nuts & Bolts)

• Other logistics related to the event -

• Security

• Set up of dinners & other additional activities

• Manage back stage staff

MANAGE AND ARRANGE ALL HEAD OFFICE EVENTS

• Budgets

• Communications

• Function Logistics

DISTRIBUTOR ROADSHOWS:

• Budget to be signed-off within the budgetary limits set by the annual plan

• Communicate information to Distributors & Staff

• Process invoices / Distributor credits for payment

• Oversee accounts for payment after the event.

• Reconcile budget after the event

LOCAL INCENTIVE TRIPS (MONTHLY Local Incentive Trips

(Monthly, Quarterly Incentive Trips / Events):

• Liaise with the appointed Travel agent / Incentives Company on all the details pertaining to the trip

• Arrange Teasers / On-pace Gifts with Events Buyer – brief and ensure delivery as per deadlines

• Timeous communication about all travel arrangements to field

• Develop promotional material i.e. welcome letter, itineraries

• Ensure that all information received is correct and forward all relevant information to the travel agent

• Ensuring that all necessary documentation i.e. air tickets

& passports are distributed to the field timeously and received by the relevant team member

• Process invoices and oversee accounts for payment

• Reconciliation of budget after Event for sign-off by Finance

• Be at the airport to assist with check- in on the departure day

AVROY SHLAIN COSMETICS, MIDRAND, Gauteng

Events Manager, August 1997 – March 2015

Events Manager Avroy Shlain Cosmetics – 2005

Manage all the events that are arranged by Avroy Shlain they include the following:

Annual Sales Conference 3 day event with 3 day dry runs on site 800 – 1000 pax

This event entails the following:

1. Managing the budget of between R6 – R7 million and ensuring that there is no overspend.

2. Prior to launch a suitable venue to be sourced, rates negotiated and site inspection

3. Check available number of rooms, type and upgrades 4. Draft budget and suggested pay-in levels proposed to the MD & FC for sign off. This event is heavily subsidised by the company.

5. Launch to distributors with link for the registration which is internet based and designed for use on the Summit

Database

6. Manage database by ensuring all information is correct, formatted correctly and outstanding information is received. Hotels are allocated on a first come first serve basis

7. Manage payments process in conjunction with the Finance department to ensure that all attendees have paid prior to the event.

8. Quotes for various items that we require i.e. recognition gifts, conference gifts etc.

9. Finalise all food and beverage requirements for the duration of the conference

10. Sign contracts and pay deposits to secure bookings and payments as per contract

11. In the past all flights and transfers arranged and communicated accordingly. Changed in 2012 as they

are now responsible for their own travel arrangements 12. Brief suppliers on technical requirements and appoint suitable supplier – spend on Technical in region of R1.2 million including décor.

13. Continuous communication with the distributors on details for the event, including recognition, times, dates etc. Newsletter is designed and sent out

14. Rooming list and allocation of rooms

15. Actively involved in preparation and brainstorming of agenda as well as co-ordinating all communication with the relevant departments on deadline dates, dance & skit practices and dry run dates. All staff who attend the conference are involved in the opening and closing act as well as the skits on stage.

16. Roles and responsibilities document for all staff attending prior and at the event

17. Arrange and co-ordinate the compiling of all the items that need to be transported to the event as well as the delivery to the venue.

18. Agree on the recognition in conjunction with the Sales Team

19. Arrive prior to everyone at the venue to ensure everything is set up and ready for dry runs. Pre con meeting with the hotel with all the departments to ensure everyone is brief and all in agreement.

20. Arrange Post Mortem after the event for feedback with Home Office and suppliers used

21. On site management of the event in terms of logistics and assist with the production on stage – car giveaways, lucky draws

22. Final detailed reconciliation of the budget after the event including supplier and order numbers

Annual AD Summit 175 – 200 pax - held all over the country once a year

Manage the Budget R1.2 million

Regional Strategy Sessions 25 – 30 pax – every 2 months based in Johannesburg with one spoil a

year outside of JHB

The roles for the AD Summit, Regional Strategy are the same as per the Sales Celebration above – only on a smaller scale Roadshows Across the country in one week

including Namibia and Botswana.

Occurs every quarter for 2500 pax.

All shows happen in one week.

With the assistance of the Events Co-ordinator this event occurs in 8 places including,

JHB, Cape Town, Natal, Mpumalanga, PE, Namibia, Free State and Botswana.

It is a 2 hour event with packed with launches, recognition, lucky draws and a gift.

Agenda and recognition is managed by Events manager and logistics co-ordinated by

Events Co-Ordinator.

VIP Incentive Trips 25 – 50 pax adhoc as requested. Local and International

Overseas Incentive Annually – in the past trip was for 600 pax over 3 weeks but company

focus changed and now Incentive

trip is only for 60 pax. This trip was

handled by the Promotions

Manager but added to my

portfolio in 2010 as I had more

experience and passion for travel.

VIP and Overseas Incentive Trips:

1. Briefing document to suppliers to get proposals on suggested destinations for the next trip. Prepare

presentation the MD, FC and Sales Director on the Top 3 for a decision. Include cost breakdown as well as the reason for the destination that I have suggested.

2. New qualification criteria needs to be determined with assistance from Finance

3. Launch DVD briefed in and ready for the launch at the Sales Celebration. The trip is launched 18 months in advance

4. Ensure that contract are signed by both parties and decide whether forward cover should be taken

5. Mange the admin process of the current trip as well as send out the monthly tracking document with a “teaser” to the Regional Directors to keep the distributors motivated.

6. Design all necessary documentation required to receive information required for the issue of tickets, travel insurance, sharing and special requests.

7. Liaise with the selected supplier with regards to the issuing of the e-tickets, insurance and itinerary to be sent to all the distributors that have qualified.

8. Site inspection 6 months prior to the departure date to determine what will be best for the group.

9. Source a gift – usually a backpack for all the travellers 10. Assist with check in at the Airport on day of departure Have travelled to the following destinations:

Namibia, Chobe, Greece, Italy, Bangkok, Phuket, Rio de Janeiro, London, Austria, Zanzibar, Zambia, Kenya, Dubai, Venice, Turkey, Croatia, Zambia, Mexico, Hong Kong, and Ireland, Singapore and Vietnam.

Manage the Events Co-Ordinator and Events Admin Assistant Arranges all the smaller events, assists with the bigger events but excludes any International travel.

Set goals and ensure that they met with monthly monitoring, training and mentoring.

Currently doing weekly training on the Sales Celebration and performance management to get her where she needs to be in, order to arrange a function independently.

GENERAL:

Assist the incentives co-ordinator with ideas and planning going forward.

Trained in the incentive process from briefing, sourcing, brochure design and budget management. On going training happening on bi-weekly basis but have had exposure to the Incentive side of the business for 10 years.

In the process of being trained on the Promotions Manager Role

– items that I am not exposed to on a daily basis. Attend Marketing Annual and quarterly planning sessions Attend the Sales and Promotions Planning Sessions

Attending Regional Strategy sessions

Promoted to Awards & Overseas Incentive Co-ordinator - 1999- 2004

Awards:

Work independently and manage the complete awards system and launch of the new system with a brochure, video and presentations in conjunction with Jenna Clifford who designed the new award.

Implement an effective system for claiming rewards, processing and timeous delivery

Develop criteria for various drives in collaboration with the Finance department

Manage the budget

Incentives:

Establish a base of highly skilled, professional and cost effective suppliers and source various products for the sales force should they not qualify for the Overseas Incentive

All communication and launching of the incentives. Budget control

Overseas – (Stars System)

Management of the “stars system”, which is the criteria laid out for the qualification o

Monitoring and compiling reports to be sent out monthly and sorting out all queries

Final reconciliation of people who have qualified and communicate results.

Separate reconciliation for those who didn’t qualify for overseas trip but for other incentives on various levels.

Setting and continuously reviewing, targets for the stars system. Overseas

As per the responsibilities of Overseas in the Events Manager with the following changes:

1. Trip consisted of between 450 and 600 pax

2. Liaise with travel agent with regards to connecting and direct flights, breakaways and travel insurance

3. Arrange visas, passports and any other requirements that are needed.

4. Reconciliation of all expenditure in terms of pay-in levels, additional tickets, breakaways, insurance and

connecting flights.

5. Host the groups and ensure that everyone has a great trip

– Group of 400- 600 pax with 100 – 120 pax departing back to back for 3 – 4 weeks

Sales Administrator – 1997 - 1999

Assisting the Sales Analyst with various projects and tasks Managing a database of 15000 distributors, Mail merges for mail drops

Compiling 7 month forecast for various regions for sales targets and recruitment

Compile monthly recognition leaflet for the distributors Various adhoc activities relating to budgets, forecasts and sales figures

Health and Racquet, Morningside, Gauteng

Club Admin Manager, January 1996 – August 1997

Club Admin Manager:

• Manage the entire admin department consisting of Club Administrator, Access Controller and Debtors

controller

• Cross trained to do all administrative functions as relief for when staff took leave.

• Part time wages for all weekly staff

• Manager on Duty on weekends ensuring the efficient running of the club in all departments Deal with any complaints and queries

• Liaise daily with the Sales Manager and consultants with regards to the contracts

• Running of various reports for the reporting to the Head Office

Club Administrator – Promoted to Club Admin Manager

• Handling of all the administrative duties on a daily basis i.e. Daily Banking & reconciliations, Petty Cash

• Checking and capturing of all new contracts on

Clarion and sending contract back to the Sales

Consultants should there be errors, outstanding

information.

• Liaise daily with the Sales

Systems Controller:

• Assessing and checking that all systems in all areas in the gym were operations and functioning as per the set guidelines

• Upgrading systems and eliminating problem areas by proposing alternative ways

EDUCATION

VAAL TRIANGLE TECHNICON (1993 – 1996)

National Diploma Internal Auditing

Subjects:

Internal Auditing 1,2,3

Financial Accounting 1,2,3

Business Economics

Mercantile Law

Company Law

Taxation

Quantative Techniques (Statistics)

Cost Management Accounting, 1,2

GERMISTON HIGH SCHOOL (1988 – 1992)

Matric

Subjects:

English

Afrikaans

Maths

Accountancy

Biology

Economics

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