- The client was a large multi-level marketing company in India that wanted to recognize 2500 achievers and meet various marketing objectives through an event. - The proposed event involved flying 2500 delegates from across India to Thailand for 4 nights and 5 days, with an award ceremony and an attempt to set a Guinness World Record for the longest painting. - Extensive planning was required to coordinate travel for 2500 people from 6 airports in India to Thailand, accommodations, branding, conferences, entertainment and an attempt to set the world record. - The event was successfully executed and received appreciation from the client for delivering an unforgettable experience and meeting all objectives through creative planning and management of the large-scale event.

1. Background & Marketing / Other Objectives
Client:
Brief:
RMP INFOTEC PVT LTD - Largest multi-level marketing company in India with a base of over 30 lakh
distributors across the country.
To meet the following objectives & recognizing 2500 achievers of the financial year 2008:
2nd International Conference.
Conduct an Achievers Nite event.
Place the RMP brand in the minds of the dealers / distributors as a
cherished one.
Increase brand loyalty to RMP Company.
Increasing sales by means of motivating the achievers and passing
the enthusiasm down to the sales force.
Use the event as a tool to generate new customers.
Platform to lay down fresh targets.
Launch a bimonthly magazine.
An unforgettable event experience.
...Where things happen

2. In order to achieve all the objectives set by the client we had to come up with a project which could
address all the challenges at hand. Our team decided it would be best to take up a challenge which has
never been taken up before in corporate India.
What we suggested:
Fly 2500 delegates (of which 72% were traveling abroad for the first time in their lives)
from across India for a 4 night 5 day trip to Thailand with an Award nite to recognize
the achievers.
Apart from this on the Day of the Awards Nite, we make all the 2500 as sembled
distributors to work together to attempt a Guinness World Record – for painting the longest
painting in the world!!
What we believed we could achieve:
A project of this magnitude definitely would have fallen in lines with the client’s idea of
carrying out something spectacular enough to stir the minds of its dealers / distributors
(As mentioned earlier majority of them were traveling abroad for the first time)
Right platform to felicitate the top achievers, launch new products and lay down the targets
for the next financial year.
The entire event would work brilliantly as a marketing tool to generate new customers.
Branding opportunities from India to Thailand would work as a dream to inculcate the brand.
A Guinness World Record is a dream for 99.99% of the population, but when we all join hands
a combined task force can achieve much more than what an individual can dream of.
What it involved:
Conceptualizing entire event flow.
Logistics – Inbound and Outbound
Accommodation and Hospitality
Branding Management –
Designing and execution
Artist and Entertainment Management
Guinness Book of Records – Adjudicator coordination
Strategy:
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3. Execution & Planning
Fly 2500 delegates to and from Thailand.
4 Night 5 day trip involving sight seeing and theme dinners.
International Conference + Award Nite
Attempt at the Guinness book of world records.
As our team figured that making 2500 people travel without any trouble and with the amount of time in
hand and the magnitude of the task, it was imperative that the planning, coordination and execution is spot
on every time. For this we effectively divided ourselves into six teams handling various key areas and made
sure that the coordination between the teams was impeccable & hands on.
How it was planned?
Core team of fifteen was assigned to handle various areas of this challenge.
Core team of seven did the recce to Bangkok and Thailand before the event to plan it to the
last detail.
The teams were given the following responsibilities:
Team 1 – Visa and Ticketing for 2500 delegates.
Collection of Passports from delegates – Dispatch for visa stamping – recollection of passports – Negotiating
with Airlines and securing tickets for the best deal for 2500 tickets– Ticketing with the help of an IATA agent -
Distribution of passports and tickets at the respective location of departure (6 cities across India)
Note: As it was impossible to make 2500 people travel on the same day, so we divided the delegatesinto 3
teams and departing from India on three consecutive days and the conference was held on the 4th day when we
could make sure all the delegates have been flown in.
Team 2 – Branding Management
Designing and Printing of all collaterals required for the event - Branding at passport and ticket distribution
centers – Branding at 6 airports in India - In-flight branding – Branding at Bangkok International airport –
Branding of coaches – Branding at Hotels – Branding at conference venue – Branding at 8 tourist spots in
Bangkok & Pattaya – Outdoor media – Hoardings, Banners, Posters, Post brandings, etc. all undertaken -
Branding on the approach roads to all hotels.
Team 3 – Accommodation and Inbound Travel
Departure from 6 airports in India - Traditional welcome at the airport - Accommodation for 2500 delegates in
Bangkok and Pattaya – Transfer to and from airport, hotels, sight seeing locations and conference venue -
Management of 24 hour help center
Team 4 – Conference management
Event flow – Stage design and execution – Artist management – Entertainment management – Award nite
Felicitations - Product Launch – Felicitation of Delegates – Video coverage and editing
Team 5 – Attempt at Guinness book of World records
Location of venue for event – Setup for the event (A 1 km stretch of canvas for 2500 people to paint) – Collaterals
for the event – Media management – Management of Guinness officials – Coordination with Pattaya Governor –
Chief Guest – Tie up with Thailand Tourism Authorities for Guinness Record Activity.
Team 6 – Theme dinners and gala dinners
Setting up the theme dinners for different groups – 4 Gala dinners – Sound and Light arrangements at
Venues - Entertainment management at venues
Note: 20 cooks were flown from India in order to ensure the quality of the food and to maintain the right
choice for the delegates.
...Where things happen

4. Creative Concept & Innovation:
With 2500 delegates at our disposal our team knew that we needed to take advantage of the
numbers at hand and we decided to take the event one level higher by selling the idea of attempting to
enter the Guinness book of world records to the client. It was indeed a huge publicity stunt which has
put the company at a different level.
The attempt:
Longest painting in numbers
2500 delegates
1 km stretch of canvas
Challenges:
Location of a suitable venue in Thailand
Logistics
Management of the event
Media management
...Where things happen

5. Results:
Successful Execution of all aspects of the Mega event
“The credit for the success of the entire event must go Team Impresario, who have toiled
day & night to make sure that our 2500 distributors have an unforgettable time. The details
that Team Impresario went to in conceiving & executing this event for us, showed that they
were professionals with huge amount of creativity & capabilities. Their commitment & man
management skills, (and when u have 2500 people around you all of whom think they know
best !!) are remarkable. They are the best crisis managers I have dealt with.”
Pravin Chandan, Managing Director, RMP Infotec India.
...Where things happen

6. Executive Summary:
2500 Delegates from across India
72% traveling for the first time to foreign lands
6 airports
Nine airlines
60 branded coaches
5 Hotels
20 Indian cooks
10 days
Bangkok and Pattaya (Thailand)
Attempt at the Guinness book of world records
Motivational session by Mr. Shiv Khera
nd
2 International Conference
Venues - Nong Nooch Village, Coral Island, Safari world, Alangkarn
Branding from India to Thailand
We believe that an event of this magnitude delivering fantastic results for the client and executed in a
short span of time with effective management in all the key areas of performance would generate
considerable appreciation in this category.
...Where things happen