EMRS Farewell

EMRS FAREWELL

Date: 23rd February 2017
Time: 2:30PM to 5:30PM
Venue: EMRS Room
Theme: Happily EMRS Ever

Background

EMRS has been operating for many years but sadly it is closing down. Our final event was to hold a farewell party for EMRS.

The main objective of the event was to allow past EMRS students and supervisors to come back for a reunion and show their appreciation to EMRS. Our secondary objective was to let everyone reminisce their memories in EMRS. Both team 2 and team 3 were involved in planning and carrying out the farewell party.

Roles & Responsibilities

The roles assigned are as follows:

Overall-In-Charge: Grizel & Jonathan
Finance: Xi Min & Ni Zhen
Logistics: Jermaine & Nadirah
Advertising & Promotion: Wendy & Xue Er

We started planning the event on week 5. We decided on the theme, decorated the venue, and organised activities which would be held on that day. To end the event on a high note, we had decided to decorate the room with balloons as well as use lively colors to lift up the atmosphere. Furthermore, we displayed slideshows of past events organised by EMRS on the computers in the EMRS room. We also designed a signage that we placed outside of the EMRS hallway to direct guests to the various areas of our event.

Our target audience were past EMRS members. To invite past EMRS members to join us in this farewell we have designed a poster with the link for them to RSVP. The poster are shared by the supervisors to create awareness of the past EMRS members. With the response gather from the guest, we are able to estimate the number of guest we would be expecting. We were then, able to cater the food and gift in accordance to the estimated audience who will be turning up.

On the day of the event, we tidied up the room, cleared the tables and chairs and started setting up the booths. Everyone had a part to play in the event and were all assigned a role.

All guests were to register upon arrival and received a prize redemption slip and a number tag to know which envelope they should put their slip of paper, with their best memory of EMRS written down. We had a Memory game, Sinker game, Puzzle game, as well as a Kahoot quiz. There was a photo booth where they could pose with some props. Upon completing the games and taking a photo at the photo booth, they can redeem a limited edition EMRS key chain as well as some snacks. Ms Angela Cheng, Manager of Retail Studies gave a short, heartfelt speech about EMRS and her personal experience with EMRS, back when she was an EMRS supervisor. The slips of paper that were in the envelope were then read out and shared with everyone. During the event we interviewed past EMRS members, to share some of their thoughts about EMRS. We compiled the interviews and photos of past events into a video montage that was screened to everyone.

The day after the event, we had to remove all the decorations, shift all the tables back in place, and tear down the booths.  

In conclusion, this event was a success! Everyone had a great time chatting with each other and reminiscing their good times in EMRS.

GSM Events and Marketing 2017

Date: 8 February 2017

Time: 2pm-5pm

Venue: NYP Auditorium

This event aims to help students gain insights on various GS modules and assist them in choosing from 44 different GSMs provided by the different schools in Nanyang Polytechnic. This is the very first time Nanyang Polytechnic students are allowed to select GS modules outside of their school of studies. Our team was given the task to promote BMX201 Events Planning and Marketing Module.

Our target audience for this event are Year 1 students of Nanyang Polytechnic looking for more information on the GSMs provided by the different schools.

We held several team meeting to discuss about the details of the event, plan for fixtures needed, and allocate manpower. We then divided the team into two groups - games and banner. The group in charge of the games had to come up with interesting activities to entertain students who came to visit the booth. The banner design team had to design a banner that would be placed at the event venue beside the BMX201 booth.

Our group came up with two games to be played at the booth. Firstly, puzzle jumble which is a game that requires the participants to assemble puzzle pieces together and guess the name of the event. Secondly, a personality test was created to engage students who were interested in event and also help them have a better understanding of the BMX201 GS module. It would determine what type of event planner they could potentially become if they join the GSM.

The group also brainstorm ideas on how to design a suitable banner for the BMX201 module. After much consideration, we decided to reuse the christmas banner from the previous batch. To refurbish the banner, we wrap the banner with colored paper and then proceeded to cut out styrofoam letterings, painted it, laced it with golden beads and pasted it on the banner.

On the event day, the ICs gave a morning briefing to ensure that all teams understood their roles and the respective time slots.

From 1pm to 2pm, we collected the fixtures required from the ERMS logistics room and transported it to the venue. During the setup, we utilized 5 square based poster stands, 2 electrical extension cords and 1 basket. We also positioned props such as the banner, tables and decorative cubes at the event venue.

At 1.50pm, the first group was called down as each group was required to report 10 minutes earlier to ensure smooth process of the event. The event officially started at 2pm and the first group stationed at the BMX201 booth help to answered questions asked by the students and also promote the module through games and persuasion. Many students who passed by our booth were invited to participate in our games and were introduced to the BMX201 GSM.

From 2pm to 5pm, there was a rotation of groups at every hour interval.

(Mr Simon Tan and the first group)

(Booth Layout and design)

(Curious students at the booth)

(Second group with Ms Quek)

At 5pm, we ensured that all of the fixtures were returned to the EMRS logistics room and were in good working condition.

One of the key learning points of the event was how to manage time and manpower so as to ensure that other events such as the Green Mini Road Show was not neglected. Secondly, we also learnt to be adaptive to deal with different situations and ensure a smooth flow of events.

In conclusion, by displaying good teamwork and proper communication we managed to successfully complete the event and also create an eye-catching banner which attracted the attention of many students.

Huat Ah! The Rise of Rooster- EMRS Team 2

Huat Ah! The Rise of Rooster

(Pre-ordering) - EMRS Team 2

INTRODUCTION

The yearly Chinese New Year pre-order sales event for the year 2017 was co-ordinated and executed by EMRS Team 2. Our target audience includes the lecturers and students of NYP and the objective of our event was to sell Chinese New Year (CNY) goodies at affordable prices, providing the best value for dollar and at the same time, bring convenience to our customers.

Pre-event preparation

This event was planned 4 weeks before the actual execution. The two team members (Darwyn and Shi Xuan) with technical knowledge were tasked to edit the online ordering platform while the rest of the team were tasked to discuss on how we could accomplish our objective – make it convenient. The consensus of the team was to have the goodies delivered to the staff of NYP while students will collect their goodies at block B 409.

The advertising and publicity (A&P) team worked on how to decorate the booth as well as selecting the fixtures required for the booth. They also designed posters and brochures to put around NYP and mobile selling respectively. To complement our booths’ decoration, the A&P team also handcrafted a rooster mascot made from cardboard to match this year's’ zodiac.

Concurrently, the logistics and finance team helped to source for potential vendors and the entire team deciding on the products to sell.          

     

Execution

Day 1

On the first day of the sampling session, team 2 agreed to meet up at 8.00am to start preparing for the set-up of the booth. A handful of us were tasked to cut samples of the goodies, the A&P team were doing final touch ups on the poster and the logistics team were at the logistics room taking the fixtures needed for the booth. Sales on the first day was not what we expected as we only had 9 orders and this was far from what we had initially expected it to be. Moreover, due to unforeseen circumstances, we only managed to set up the booth at approximately 11.45am. However, despite all the obstacles that we faced, we were motivated to make sales on the 2nd day better. Therefore, we were determined to find ways to improve the overall situation of the booth. Some suggested areas of improvement include elevating the product information and cutting the samples bigger.

Day 2

 

On the second day of the sampling session, the entire team gathered and had a briefing about the manpower plan in the morning. Subsequently, we proceeded to make some minor changes to the overall display of the booth and went on to set up the booth at the venue. We managed to complete the set up at 10.15am thus we commenced the sampling session 45 minutes before the intended timing. At approximately 11am, we started with the mobile selling and the crowd started to build up. The team realized that there was a larger crowd on the second day hence the sales was way better than the previous day and it met our expectations.

At 3.30pm, we started to tear down the booth and took turns to return the fixtures back to the logistics room. At the same time, we also started to key in the orders we have received in the excel sheet we have created.

Day 3

Due to the overwhelming response from our customers, we decided to extend the sampling session for one more day. We started off with the setup of the booth and at approximately 11am, we sent a group out for mobile selling/promoting. The sales on the third day was equally good and it also exceeded our expectations.

After the event, we collated the orders over the past 3 days and stopped taking in orders on the 13th January. The suppliers delivered the goods to us on 23rd January.

Tallying of stocks with the suppliers

Packing of Goods

Lastly, we provided free delivery for all NYP Staff and set up a collection place at B409A on the 24th February.

Conclusion

In conclusion, the whole event was a success! The responses received were overwhelming and our team managed to exceed the sales target of $6000. The entire team has displayed excellent teamwork and determination. Everyone took the initiative to help one and another when in need, thus creating a wonderful and joyous experience for both our customers and the team.

Green Mini Roadshow - Team 2

EMRS Team 2 Mini-Roadshow

Into the Green Future

Date: 6 & 7 February 2017

Time: 10:30 am - 3:30 pm

Venue: Outside NYP Koufu

Background:

A team of fun, lovely and joyous individuals came together to plan, organise and execute our very first event which is the Green Mini Roadshow. We decided to name our event “Into the Green Future”, which refers to our goal of creating a greener future for ourselves and the future generations. After liaising with various vendors that supports green movements, we decided on Kaira Technologies Pte Ltd, which is the retailer of Logitech products. As such, we brought in Logitech products - cordless mice, gaming mice, gaming keyboards, gaming headset and wireless speakers.

Objective:

Our main objective was to encourage the people to recycle their e-waste. We also increased awareness of the e-waste recycling bin available in school, at which when they purchase a new logitech equipment, they can recycle their old electronic equipment. Our secondary objective was to promote Logitech’s new and current products to the students and staff of Nanyang Polytechnic.

Target Audience:

Our main target audience of our Mini Roadshow were the students and staff of Nanyang Polytechnic. Our secondary target are the visitors and guests who come to Nanyang Polytechnic.

Roles

• Overall in Charge - Marcus
• Assistant in Charge - Ni Zhen
• Advertising & Promotions - Alethea & Mei Xuan
• Finance - Nadirah & Joshua
• Logistics - Xue Er & Nerrin

The rest of the team members helped to make the decorations for the booth as well as man the booth during the event.

Pre-event:

After negotiating with Kaira Technologies Pte Ltd, we decided to sell their Logitech products on a consignment basis. The products we brought in were cordless mice, gaming products, multimedia speakers and keyboards.

Before the event, we did a site inspection, fixtures list, manpower allocation and floor plan. For advertising, we designed posters and placed them around the school on poster stands to spread awareness about our event. We also made a product catalogue with a price list to show to the customers.

Poster & Product Catalogue design

Furthermore, we decided to make a banner that was shaped like the Earth, made out of cardboard. We attached the banner to a large wire rack with wheels, and decorated it to fit our theme. A tree was also made as a mini exhibition with information on e-waste and how to reduce them. After evaluating our consumers purchasing behaviour and the Logitech products, we created a sales target of $2354.

The process of preparing the A&P decoration

  

        

Information Tree

Day 1:

In the morning of the first day of the roadshow, our team reported at 8.30am for a briefing, before bringing out the fixtures and stocks down to Koufu. We managed to finish setting our booth before the roadshow started. To display our products, we used a white cube for the speakers and a short wire rack to hang the cordless mice. For the rest of the products, we laid them diagonally on the tables.

Mei Xuan and Nerrin were our cashiers for both days.

We took turns to do mobile promoting and man the booth. The roadshow ended at 3.30pm and that’s when we started tearing down the booth. We also did a stock count and found no discrepancies for Day 1. Our sales figure for the first day was a low $214. The main reasons for the low sales turnout were low booth visibility, as well as lower than expected customer traffic around our booth area.

Day 2:

On the last day, we came up with a more detailed manpower allocation so that we our team was more efficient and productive for the setup. A revised sales target of $800 was made because we felt that the original sales target was not realistic. We also made minor changes to the booth layout, such as putting the booth to the front so that people could see the booth better. We also attempted mobile selling by bringing along our products so as to boost our sales. Our sales were better due to the enthusiasm of our team to push the sales, despite being physically tired and the visibility of our booth. At the end of the day, we made sure that the stocks tallied with our sales. We managed to almost sextuple our sales on day 2, from $214 to $1,176, meeting our secondary sales target.

Post-event:

After the event, we dismantled and disposed/recycled the props that we didn’t need anymore, and cleaned up the B409 room, where we made the decorations for the booth. We also returned all the fixtures we took from EMRS and the Fixtures room so that it can be use for the next events..

Conclusion:

In conclusion, we managed to overcome challenges and achieved our revised sales target. We also managed to bring awareness to E-waste and allowed more people to recognise the importance of reducing E-waste.

Mini Roadshow 2017

MINI ROADSHOW 2017

Date: 6 & 7 February 2017

Time: 10:30am – 3:30pm

Venue: Block A, Outside Koufu

Background

A team of enthusiastic students from Event Management & Roadshow (EMRS) Team 3 came together to organize our first event which is a Mini Roadshow at Block A, outside Koufu. Our given theme for this event was “Green” being environmentally friendly. Since the event date was close to Valentine’s Day, we as a team decided to add in Valentine’s theme as well. Having both Green and Valentine’s theme, we worked towards the path to put an event together. Since it was our first event, we wanted to make it extraordinary.

Objectives

The objective of this event is to promote green and create awareness about being environmentally friendly by using products that are recycled or organic.

Roles & Responsibilities

Overall In-Charge: Rong Jun & Rishi

Finance: Hariz & Qi Fang

Logistics: Erika & Shee Li

Advertising & Promotion: Panat & Shu Zhen

Pre-Event

Once we had potential on the theme, we started to source for vendors and we managed to come up with close to 15 vendors. The vendors we chose had to be registered under ACRA. We then emailed the vendors and only 4 of them responded. Out of the 4, 2 of the vendors responded on time but we had to choose one as the other vendor did not confirm their participation and the other 2 vendors showed interests after we had selected and confirmed our 2 vendors for the event. The second vendor who is our perfume vendor, volunteered to participate in this event as they had positive working experience with us in the past.

Our next thought was how we were going to store the stocks. For the perfume, we kept it in our teacher’s room away from direct sunlight but the real problem arises with chocolates as we do not want them to melt over the weekends. Since for our CEO Networking event, we collaborated with L’café in the library, we asked them if we could store the chocolates in their chiller over the weekend and they agreed.

We then discussed with Team 2 about the location to setup of the booths. Both teams had 2 choices to choose from, one would be outside of Koufu near the entrance and the other location would be in front of the escalator that leads to the engineering block. We then agreed on choosing the location to place our booth at the front of the escalator that leads to the engineering block.

After that, we split the team into groups to focus on A&P, booth design, banner design and layout. We planned how we were going to display their products and made a menu board. We also did price tags to display on our booth for chocolates.

We had to also plan out the banner which carries our tagline that matches to our theme. We came up with multiple taglines and voted for the best one which says; “Sustain the Earth with Your Love’’. Since our banner was tied to 2 bamboo poles, it was not stable enough so we attached the bamboo poles to 2 standees and made the banner higher and more stable.

Once we had confirmed the design for the posters and flyers, we put up the signages around the school to create awareness. Not only that, we also contacted The Write Stuff to help us post on Nanyang Polytechnic’s Instagram and gave out flyers around the school to create awareness of our event.

Signage

Flyer

Our menu board

Instagram post

Event Day 1

On the first day of the event at 9am, some of us went down to take the equipment from the fixtures room and we completed our set up around 10.20am. After having our lunch at 12pm, some of us went to do mobile selling for chocolates as we had a quota to hit. According to the manpower allocation table we did, there should be at least 4-5 people at the booth. The sales did not meet our expectations but we were motivated to keep on selling our products.

The event ended at 3.30pm and we split up by some of us bringing the stocks to EMRS room to do stock take, while the rest dismantled the booth and return the equipment to the fixtures room. Once we were done with housekeeping, we then discussed about the mistakes we made on the first day. All of us observed that the 14 of us were at the booth towards the end of the event, coming to a conclusion that changes were needed to the current manpower allocation table in order to maximise the time given. At the end of the day, some of us planned a new manpower allocation table for Day 2.

Event Day 2

On the second day, we gathered and did a briefing in the morning about the new and updated manpower planning. We managed to set up the booth in an hour. Throughout the day, we placed not more than 5 people at the booth and the rest took turns to go on shifts for mobile selling. The sales did increase for the second day by close to a double, as we managed to sell more than 60% of our stocks. At 3.30pm, we started to tear down the booth and did stock take and by 4.30pm we returned to our EMRS room to calculate our total sales for both days.

Post-Event

After the event, we did housekeeping and made sure the equipment we took from both EMRS and Fixtures room were returned correctly. We did stock take to see if the quantities sold and the amount we earned, tallies for both chocolates and perfumes.

After the stock take, we found out that there was one missing sea salt flavoured chocolate and had one extra peanut flavoured chocolate. There were also discrepancies for perfumes too. At the end of the day, we came up with a conclusion that since we were unable to find the missing stocks, we would pay up the amount that costs for the missing stocks. In the end, we managed to return the stocks to their respective vendors in good condition.

Conclusion & Learning points

In conclusion, we managed to show great teamwork and communication skills. All of us took initiative to help each other at different tasks. Despite our products being expensive to the students with them being our main target audience, we managed to sell more than half thanks to the hard work, motivation and determination of the team.

Though there were discrepancies, we managed to come up with a conclusion that everyone agreed. It showed the support that everyone has for each other in the team. Everyone managed not to be too stressed about this matter as discrepancies often happen when events take place. It showed teamwork among us as we were ready to pay the amount we had to pay for the missing stocks. From this, we learnt that there should be another person taking note of every sales as a backup if there were any mistakes made resulting in extra or little stocks.

We did not hit our sales target, however we did well as the sales exceeded our expectations after seeing the sales for the first day. All of us took this experience as a stepping stone as we came from different specialisations and will try to improve in the next upcoming events.

Lastly, this event has exposed us to opportunities and challenges on how to organise an event from scratch. For instance, the importance of prioritising and time management to better manage the effect of time pressure. This made us stronger as a team by understanding each individual’s strengths and weaknesses.