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Corporate
                                             Seminars   Conferences   Launches   Exhibitions



By: Prateek Reen




Copyright © 2012 BSI. All rights reserved.
Requirements


•   Agenda
•   Program Manager
•   Marketing Executive
•   IT team for marketing tools and support
•   Trusted vendors for collaterals
•   Expert Speakers
•   Funds
•   Event Registration/ Desk Manpower
•   Arranging Sponsors




                 Copyright © 2012 BSI. All rights reserved.   2
Rudyard Kipling's poem:
              I Keep Six Honest Serving Men "I keep six honest serving-men
                              (They taught me all I knew);
                                     Their names are
                               What and Why and When
                            And How and Where and Who“




Decide upon What service is to be promoted analysing the need Why this particular
service and When would be the right time to hit the market . To reach out to the target
audience How should be known considering Where would you find them by adopting
the right strategy and Who will be the right person or the influencer or the decision
maker who can help you achieve your target.




             Copyright © 2012 BSI. All rights reserved.                                   3
Overview




 Response                                     Arrangement of       Onsite Event
Management                                     Event logistics     management




                                             Integrated Approach




Copyright © 2012 BSI. All rights reserved.                                        4
Response Management



Final Database to drive attendance



    Send Emails



        Follow up- Phone calls


                Reminders
                Final confirmation by phone


                                Final list of delegates


           Copyright © 2012 BSI. All rights reserved.                     5
Response Management- Outreach



                                                  Mail
                                                Campaigns




                                                                Multiplier
                                                 Event        Organisations
                       Social Media             Microsite      (Chambers
                                               Registration       and
                                                              Associations)




                                                 Online
                                                Marketing




Copyright © 2012 BSI. All rights reserved.                                    6
Event Logistics

• Venue
• Food and Beverage Arrangement
• Stage- Design, fabrication and set up
• Branding
o Stage Backdrop
o Plasma displays
o Banners
o Podium
o Registration Desk
• Audio and Visual arrangements
• Preparation of Delegate Kits and Badges

Sample Venue Setup



             Copyright © 2012 BSI. All rights reserved.   7
Copyright © 2012 BSI. All rights reserved.   8
Copyright © 2012 BSI. All rights reserved.   9
Onsite Management


• Registration desk management
• Distribution of delegate kits & badges
• Coordination with Hotel and Vendors
• Event Photography
• Interaction with delegates/ exchange business cards




             Copyright © 2012 BSI. All rights reserved.   10
Event Management is the process by which an event is

Planned
Prepared
Produced


 Process Followed: Plan

• Research and analyze the need and scope of the service and business growth opportunity
 in the region.

• Independent: Organized by BSI wholly.

• Joint: Organized by BSI jointly with any organization.

• Type of event: Seminar, Conference and Delegate meet.

• Decide which type of organizations are to be invited



                  Copyright © 2012 BSI. All rights reserved.                          11
Follow ups for confirmation:




Copyright © 2012 BSI. All rights reserved.                                  12
Prepare


• Data from different sources for inviting participants:
o External database- Directories, CD’s
o Data of clients from SFDC
o Data of any event conducted in past
o Data from BSI executives of existing or new clients, future prospects
o Data provided by the organization conducting the event jointly
• Sending e-invite: On final list of filtered data
• In case of joint event invites can be sent by both BSI and the joint organization on
  individually owned database.
• Spreading Awareness:
• Web presence
• Information on social networking accounts of BSI (Facebook,Twitter)
• Google add words
• Brochures/Leaflets with the invite



               Copyright © 2012 BSI. All rights reserved.                                13
Follow ups for confirmations:


• Tele-calling, event queries and receiving payments for paid event.

• Meet target number of participants with confirmations.

• Making final list of registrations and tentative participants and guests.

• Get copy of speakers presentation




                Copyright © 2012 BSI. All rights reserved.                    14
Produce


• Post Event Activity


• Send note of thanks for participation through mail, hard copies
• Share presentations of speakers on demand, add details of a point of contact for any
  query
• Compile data of Questionnaires
• Add the attendee list of the event on SFDC
• Put them on circulation of E-mailers of the products of their interest
• Sales team to follow up with leads




               Copyright © 2012 BSI. All rights reserved.                                15
Copyright © 2012 BSI. All rights reserved.   16
THANK YOU




Copyright © 2012 BSI. All rights reserved.               17

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Corporate events ppt

  • 1. Corporate Seminars Conferences Launches Exhibitions By: Prateek Reen Copyright © 2012 BSI. All rights reserved.
  • 2. Requirements • Agenda • Program Manager • Marketing Executive • IT team for marketing tools and support • Trusted vendors for collaterals • Expert Speakers • Funds • Event Registration/ Desk Manpower • Arranging Sponsors Copyright © 2012 BSI. All rights reserved. 2
  • 3. Rudyard Kipling's poem: I Keep Six Honest Serving Men "I keep six honest serving-men (They taught me all I knew); Their names are What and Why and When And How and Where and Who“ Decide upon What service is to be promoted analysing the need Why this particular service and When would be the right time to hit the market . To reach out to the target audience How should be known considering Where would you find them by adopting the right strategy and Who will be the right person or the influencer or the decision maker who can help you achieve your target. Copyright © 2012 BSI. All rights reserved. 3
  • 4. Overview Response Arrangement of Onsite Event Management Event logistics management Integrated Approach Copyright © 2012 BSI. All rights reserved. 4
  • 5. Response Management Final Database to drive attendance Send Emails Follow up- Phone calls Reminders Final confirmation by phone Final list of delegates Copyright © 2012 BSI. All rights reserved. 5
  • 6. Response Management- Outreach Mail Campaigns Multiplier Event Organisations Social Media Microsite (Chambers Registration and Associations) Online Marketing Copyright © 2012 BSI. All rights reserved. 6
  • 7. Event Logistics • Venue • Food and Beverage Arrangement • Stage- Design, fabrication and set up • Branding o Stage Backdrop o Plasma displays o Banners o Podium o Registration Desk • Audio and Visual arrangements • Preparation of Delegate Kits and Badges Sample Venue Setup Copyright © 2012 BSI. All rights reserved. 7
  • 8. Copyright © 2012 BSI. All rights reserved. 8
  • 9. Copyright © 2012 BSI. All rights reserved. 9
  • 10. Onsite Management • Registration desk management • Distribution of delegate kits & badges • Coordination with Hotel and Vendors • Event Photography • Interaction with delegates/ exchange business cards Copyright © 2012 BSI. All rights reserved. 10
  • 11. Event Management is the process by which an event is Planned Prepared Produced Process Followed: Plan • Research and analyze the need and scope of the service and business growth opportunity in the region. • Independent: Organized by BSI wholly. • Joint: Organized by BSI jointly with any organization. • Type of event: Seminar, Conference and Delegate meet. • Decide which type of organizations are to be invited Copyright © 2012 BSI. All rights reserved. 11
  • 12. Follow ups for confirmation: Copyright © 2012 BSI. All rights reserved. 12
  • 13. Prepare • Data from different sources for inviting participants: o External database- Directories, CD’s o Data of clients from SFDC o Data of any event conducted in past o Data from BSI executives of existing or new clients, future prospects o Data provided by the organization conducting the event jointly • Sending e-invite: On final list of filtered data • In case of joint event invites can be sent by both BSI and the joint organization on individually owned database. • Spreading Awareness: • Web presence • Information on social networking accounts of BSI (Facebook,Twitter) • Google add words • Brochures/Leaflets with the invite Copyright © 2012 BSI. All rights reserved. 13
  • 14. Follow ups for confirmations: • Tele-calling, event queries and receiving payments for paid event. • Meet target number of participants with confirmations. • Making final list of registrations and tentative participants and guests. • Get copy of speakers presentation Copyright © 2012 BSI. All rights reserved. 14
  • 15. Produce • Post Event Activity • Send note of thanks for participation through mail, hard copies • Share presentations of speakers on demand, add details of a point of contact for any query • Compile data of Questionnaires • Add the attendee list of the event on SFDC • Put them on circulation of E-mailers of the products of their interest • Sales team to follow up with leads Copyright © 2012 BSI. All rights reserved. 15
  • 16. Copyright © 2012 BSI. All rights reserved. 16
  • 17. THANK YOU Copyright © 2012 BSI. All rights reserved. 17