Actividades y Eventos Playbook

The PAE Actividades y Eventos Playbook is a strategic document that consolidates event policies, processes, and standards to ensure operational consistency and excellence across all PAE activities.

It outlines five core areas:

1. Purpose and Mission

The playbook defines the mission of the area: to design, coordinate, and execute exceptional events that strengthen relationships, elevate the PAE brand, and contribute to organizational growth.
The events team focuses on delivering memorable experiences through innovation, hospitality, and operational excellence.

2. Policies

Core policies establish how the team plans, coordinates, and manages all aspects of events. These policies outline standards for:

• Event planning and execution
• Internal and external communication
• Provider selection and negotiations
• Budget and financial control
• Safety, compliance, and emergency protocols
• Attendee experience and service quality
• Feedback and evaluation
• Sustainability and social responsibility
• Travel rules, viáticos, and conduct expectations
• Air travel guidelines and team assignments

3. Processes

Clear procedures are documented to standardize workflows for event logistics, production, and post-event tasks. Checklists cover:

• Logistics and travel coordination
• POP material production and event setup
• Provider and contract management
• Speaker coordination
• Budget execution and reporting
• Partnership development
• Financial administration

4. KPIs and Performance Tracking

The playbook defines the primary event KPIs tracked by the AE area:

• Event Attendance Rate
• Budget Compliance
• Customer Satisfaction
• Event ROI
• Conversion Rate

These KPIs evaluate event impact, participant experience, and operational efficiency, supporting data-driven decision-making.

5. Roles and Responsibilities

The team structure includes two primary positions—Gerente de Actividades y Eventos (CAO) and Coordinador(a) de Actividades y Eventos. Each role has clearly defined responsibilities related to:

• Strategic planning
• Team collaboration
• Vendor coordination
• Logistics and onsite execution
• Budget management
• KPI evaluation and reporting