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Figure 1. 2024 Boom Up Korea: KITA x KOTRA MEGA Biz Trade Show

Starting with a sketch of the export consultation meeting

2024 Export Boom Korea is the largest domestic consultation meeting hosted by the Korea Trade-Investment Promotion Agency (KOTRA), with approximately 1,000 eQQui interpreters deployed in line with its reputation. 932 overseas buyers and 2,401 domestic companies participated. eQQui Korea consistently selects interpreters at Boom Korea each year, manages the field, and supports smooth event operations.

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Figure 2. Ongoing export consultation meetings with buyers

Into the Heart of a Genuine Counseling Session

Like all events, to plan and successfully conclude a project, there should be no part untouched by the eyes and hands of the project manager from start to finish. Boom Up Korea is the largest domestic export consultation conference, with all project managers participating every year within eQQui Korea. The work is divided into two parts: interpretation and operation, with a preparation period of at least one and a half months. Only with project managers who possess years of know-how and experience working together can Boom Up Korea's export consultation conference be successfully led.

To be honest, the second half of last year was challenging to label as ‘successful’ based on our internal evaluation. Despite our best efforts, several factors affected our performance: the short preparation period, fluctuating demand for interpreters, and the unprecedented scale of the consultation meeting.

Reflecting on last year's experience, our project managers thoroughly prepared for the first half of 2024 Boom Up Korea. Despite seeking interpreters and preparing for the event through various means and methods last year, we were disappointed not to find a better way. Therefore, to avoid repeating the same mistake, everyone brainstormed and made efforts to find better solutions.

Of course, everyone was exhausted from over two weeks of repeated overtime and weekend work, but on the day of the event, I was amazed by the energy of the project managers who operated and managed the event as if nothing had happened. Is it the power of vitamins?

In the preparation process for this event, the following aspects were given focus: first, the operational methods tailored to the characteristics of each counselor. Second, swift and smooth communication between the project manager and operational staff on-site. Third, the management of interpreters and staff operations, and lastly, the BIS@T update.

Dealing with essential items in daily life, 'Consumer Goods Management' is the largest counseling center with about 250 interpreters involved. Therefore, to ensure smoother operations, we conducted interpreter training through 'Voice Talk.' Typically, interpreter training involves online pre-training as the first step, followed by on-site training using microphones as the second step. Even with this repetition, handling so many personnel and delivering all training perfectly is not easy. However, thanks to Voice Talk this time, we were able to effectively deliver important announcements as if providing 1:1 education right in front of them, even from a distance. Additionally, it seems that the interpreters' concentration was higher compared to other times.

As the largest event of its kind in South Korea, it is inevitable to prepare for 'no-shows' during the counseling sessions. Last year, there were significant issues in this regard. However, this year, by clearly establishing internal management systems and rules in advance, we were able to promptly deploy substitute staff. As a result, we reduced the number of buyers waiting endlessly during the morning counseling session due to the absence of interpreters to 'zero'.

Among the on-site staff, the supervisor who assists the project manager responsible for each counselor, has been preparing for the counseling session together since the day before the event, receiving job training to understand the event, their role, and to review their tasks. Supervisors must be able to handle tasks in place of the project manager if they are unavoidably absent. The project managers and supervisors, paired up for each counselor, discussed various precautions and contingency plans for anticipated variables the day before. Thanks to this preparation, the supervisors actively performed their supportive roles, ensuring smooth operations on the event day.

Finally, in the BIS@T update, at the request of the organizers, the new 'QR check-in function' significantly improved buyer management by simplifying entry confirmation. Additionally, to address potential server issues that may arise from simultaneous multiple accesses to BIS@T, a system was established to allow real-time monitoring of consultation progress and performance during the event without errors. Furthermore, through prior collaboration with developers, proactive measures were taken to enable swift response in case of errors.

Thanks to thorough preparation, interpreters were able to write consultation logs effortlessly through BIS@T, efficiently utilizing time and energy. Additionally, on-site personnel could easily check the progress of consultations (buyer no-show, domestic company no-show) with just one mouse click, and they could also monitor updated consultation results and detailed consultation content in real-time.

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Figure 3. Live conferences include service and goods showcase

Wrapping up the Event

With the goal of successfully concluding the export consultation meeting, project managers meticulously oversee A to Z from the beginning to the end of the event. They deploy numerous personnel and not only operate the event but also, go further to sow a positive image of South Korea to nearly 1,000 overseas buyers, as it could be the first visit to South Korea for some, performing the role of promoting ambassador to ignite the spark of South Korean exports.

Buyers express their gratitude by saying, 'Thank you for your hard work. I feel relieved when I hear such kind words and appreciate the opportunity for good consultations and services.' It gives a sense of relief that 'Ah~ This event has ended well.' After every event concludes, whether lasting a month or just two days, the staff who worked together express their gratitude, saying, 'Thanks to you, the event ended well. You worked hard. We appreciate your well-managed interpretation without any worries.' Interpreters also mentioned, 'You worked so hard managing such a large event and human resources.' These words have the power to erase the memories of the tough preparations for the event.

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Figure 4. eQQui Korea

The success of this event was possible thanks to the active collaboration and communication between the organizers who worked diligently from the preparation period to the actual event, the interpreters who facilitated communication between buyers and domestic companies with passion while keeping their promises with the project manager over two days, the staff and supervisors who quietly supported the interpreters and PMs behind the scenes, and lastly, our seven eQQui project managers who faithfully fulfilled their roles in their respective positions.

As we continue to hold events like this, we are reminded of the importance of 'one team.' Through this event, we felt that our eQQui division is taking another step towards growth and moving forward as one team. We hope to further strengthen that team power in the future. Thank you all for your hard work. Let's create things together that are possible because 'we' are together 😊

Kim Jiyoung, Project Manager of the eQQui Business Unit

kim.jy@eqqui.com / 02-521-2743

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