Organizing Corporate Events in India

8/22/2019 Organizing Corporate Events in India

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INNOVERSANT SOLUTIONS PVT. LTD.

#62, 1ST Cross, 2nd Main, Dollars Layout

J.P. Nagar 4th Phase, Bangalore 560078

Karnataka, INDIA

Ph: (91) (080) 6451 6669

Fax: (91) (080) 2649 1996

Email: [email protected]

Web: www.innoversant.com

SERVICES

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 www.innoversant.com 2

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 allarrangements 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.




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.




Partnerships

Developing relevant partnerships

We assist in developing strategic and operational partnerships with

Industry associations and chambers

Corporate entities

Intermediary organizations

Media

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 aboveentities, 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.

Key Speakers

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




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

desk

Setting up the registration desk – hiring hostesses, visitor's book, name tags of the confirmeddelegates

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

with speakers)

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




3. PR & Media Outreach

Our Approach to Media Outreach

Research

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.

Strategy Planning

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

client.

Message Development

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 itsbusiness, 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)




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

Media tracking

Organizing Corporate Events in India

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