Transcript of "Corporate Events Management - India"
CORPORATE EVENTS & B2B EXECUTIVE MEETINGS
We believe that client service, top quality results and professionalism are priority and we are
committed to excellence. We offer peace of mind.
The methodology starts with a thorough understanding of our clients’ objectives and requirements.
In doing so, you as the client also get to see our level of commitment and enthusiasm in planning
your event. From this consultation, a suggested budget will be drafted and a proposal set forward.
On acceptance we will work closely with you to plan your event, forming strategic alliances and
partnerships with relevant role players.
We will manage your entire event from conception to implementation no matter how large or small
it may be.
INNOVERSANT SOLUTIONS PVT. LTD. Ph: (91) (080) 6451 6669
#62, 1ST Cross, 2nd Main, Dollars Layout Fax: (91) (080) 2649 1996
J.P. Nagar 4th Phase, Bangalore 560078 Email: firstname.lastname@example.org
Karnataka, INDIA Web: www.innoversant.com
1. Business Mission development & Executive Meetings
We can undertake the business mission development for client by facilitating a full visit programme
during the visit to India.
One-to-one meetings between targeted companies & client executives will be arranged resulting in
advanced discussions with strong possibility of business generation. This will also increase industry
awareness about client in India and build and strengthen business relations.
Innoversant provides a single-window solution to all aspects of such incoming business delegations
covering not just the setting up of business meetings with qualified prospects, but also all
arrangements related to logistics, travel, accommodation, etc which are of great importance to
ensure a highly productive and successful programs in India.
Very often, such business visits are planned to coincide with corporate seminars to maximize the
value delivered to all stakeholders and also generate opportunities for public engagements, media
interaction, etc for the company.
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2. Corporate Events
* SEMINARS * CONFERENCES * ROUND TABLES * WORKSHOPS * BUYER-SELLER MEETS *
Our Approach to Corporate Events
Planning – We perform retro-planning (reverse calendar preparation), making comprehensive
checklists with complete attention to details.
Promotion – We undertake pre-event and post-event communications to attract, register, confirm
and remind the attendees about the event and ensure appropriate attendance; massive public
relations exercise before and after the event.
Preparation – We can help in pre-event preparation for client internal team to ensure a powerful
event that not only impresses the participants but also generates intense media interest.
Execution – For successful execution we use in-house teams besides selecting qualified, professional
vendors from the marketplace. Our in-house team has extensive experience in organizing a wide
variety of events.
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Developing relevant partnerships
We assist in developing strategic and operational partnerships with
Industry associations and chambers
Depending on the scope, size and objective of an event, these partnerships are at times sine que non
for the successful execution of the event. Using our vast experience in dealing with the above
entities, we work systematically in identifying and approaching suitable partners for our client’s
event. We work with our client to develop suitable marketing collateral (concept notes,
presentations, partnership proposals, et al) and present them to the decision makers/influencers at
identified partner organizations.
Securing prominent and relevant speakers
Based on client’s specific objectives and mandate, we research and identify suitable personalities
and thought leaders from the industry, government, academia who fit the ideal profile of a speaker
at the event.
We then systematically approach the short listed individuals through appropriate methodologies
and using our vast network of contacts. We work consultatively with these individuals to drive home
the concept and value of the event for which we seek them to join as a speaker.
By regular liaison with influencers, the individual and our client and by addressing the needs of all
stakeholders, we secure the speaker’s presence at the event.
Event Promotion and Marketing
Ensuring attendance of target audience
Advertising the event in leading newspapers and publications
Developing and validating our database of relevant target audience
Sending out the promotional information and invitations through courier, fax and email
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Setting up a telemarketing desk for rigorous follow-ups to drive event registrations
Ensuring maximum attendance of relevant delegates at each event
Event Management & Logistics
Delivering a successful event
Draft, design and print invitations for the event
Design, fabrication and installation of welcome banners outside the banquet and the registration
Setting up the registration desk – hiring hostesses, visitor's book, name tags of the confirmed
Design, development and production of the delegate kits
Arranging an MC/hosts/hostesses for the event
Design and fabrication of the branding within the event venue (including the podium)
Organizing the audio-visual requirements (screens, projectors, mikes, plasma TV, sound system
Design, fabrication and installation of the backdrop of the event
Arranging gifts/souvenirs for the delegates
Design, fabrication and installation of special enclosure for media interviews
Coordination with the hotels for venue booking
Defining the food and beverage menu for the event with the hotel
Digital photography – video shoot and still photography of the event
Arranging transportation and hotel accommodation for the client dignitaries and delegates
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3. PR & Media Outreach
Our Approach to Media Outreach
Our team conducts a thorough research on the client, its USPs, perception in the market,
competitive analysis and all the compelling attractions that would attract the media and prospective
targets. We then move on to understand who our target prospects are and what their key interest
areas are. This is paramount to developing a successful media campaign.
Every successful media campaign has its foundation in the strategic plan. Our team develops
meticulous schedules with clear description of what is to be achieved and what strategic steps must
be taken to successfully achieve the objectives behind conducting these events and visits by the
In collaboration with the client’s marketing/PR team, we identify the target audiences, the key issues
and develop the key message that needs to be delivered through our media outreach campaign. Our
press material, newsletters, advertorials, etc are designed in a way that piques the interest of the
media and communicates directly to our target audiences. Our approach leverages the valuable
insight gained from the research based analysis in the first step, to creatively pitch the client and its
business, and help develop credible impressions that will shape the perceptions, both of the media
and the targeted prospects.
Media Outreach Activities
Ensuring appropriate media coverage
Innoversant will help client receive positive attention in the media vehicles that best reach the target
audiences. We will achieve this through:
Developing and maintaining contacts with the print and electronic media across the country
Identifying appropriate media for effective communication and outreach
Providing media counsel on a proactive basis
Collecting/sourcing relevant information from client
Content creation for the press kit - corporate backgrounder, press release, spokesperson's
profile, spokesperson's photo (in CD or print)
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Preparation of press/media kits
Drafting and designing of media invites
Sending out the media invites through personal visits, courier, fax and email
Rigorous follow-ups with the media on phone and through emails
Organizing a press conference for the client dignitaries
Arranging and coordinating interviews and features for client dignitaries with relevant media
Issuing the press release to all media nationally
Media training and sensitization for the dignitaries before any press interviews– briefing them
with dos and don’ts of interacting with Indian media
Drafting the expected questions from the media and recommended strategies to tackle them for
the client dignitaries
Follow-up with the media for press coverage
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