The document outlines the planning, marketing strategy, operations, and budget for an upcoming roadshow event. It details that the planning includes targeting over 500 hotels in Malaysia, choosing a business center location, developing an agenda and topics, and aiming for a minimum of 50 attendees. The marketing strategy section lists various digital and print marketing tactics. The operations section covers pre-event, on-site, and post-event logistics like managing suppliers, producing materials, overseeing registration, and collecting feedback. Finally, the budget section provides an example cost breakdown based on 50 attendees and 3 staff members.
3. Planning
Roadshow theme
Target all 589 the hotels
Choose the business
centre location
Agenda and Topic
Minimum 50+ attendees
70
319
117
92
Number of star hotels
in Malaysia
Two Star
Hotel
Three Star
Hotel
Four Star
Hotel
Five Star
Hotel
4. Marketing Strategy
Pre-event page
Social media announcement
Launch email creation and
e-blast
Press Release
Partner outreach
Branding
Thought leadership and Guest
speaker post
Final e-blast and outreach
through phone
5. Operation and Logistic
Pre-Event:
Manage suppliers -AV, security, exhibit services, printers, signage entertainment
Review in detail – room sets, timings, set up, menus and functions, guest
accommodation, branding, registration
Manage travel and transportation and accommodation reservations
Produce conference handouts, badges, gifts, download site
On-site:
Register delegates and run ‘Help Desk’
Assign staffs for different responsibilities
Collect attendee feedback, through mobile app
Post-Event:
Summarise delegate feedback
Produce a post-conference report
Reconcile all revenue and invoices
6. Budget
Number of
attendees
Operation cost Travel and stay cost
50 people • Conference hall cost
• F&B cost
• Branders and collaterals
cost
• Giveaways
3 staff x 2 days stay
Minimum 50 attendees
