Thursday, January 7, 2016

Mini Roadshow Team 2 - 12 Hours of Yours Truly


Mini Roadshow Team 2 - 12 Hours of Yours Truly
Pre-order date: 17th & 18th Dec 2015
Actual event date: 22nd & 23rd Dec 2015

Team 2 was given a task to plan for a Mini Roadshow during the week of Christmas. We brainstormed and came up with an idea of selling pastries and gifts for the season. Our theme, “12 Hours of Yours Truly” was created with the intention of delivering sincerity from us to the customers through the event which will be held for a total of 12 hours over 2 days.


After rounds of discussion, we have decided to work with BakersWorld and Cosmostrend S.E.A.


BakersWorld is a patisserie that is dedicated to producing quality cakes and confectionery items at reasonable prices. 


Cosmostrend S.E.A., a fashion watch distributor that sell watches from various brands which includes Ice Watch, Q&Q and Appetime.

Our event comprises of two phases, the pre-ordering of BakersWorld’s log cakes and the event day.

We have decided to organised a pre-order event as our event day falls on the term break. Therefore, by having a pre-order event, it allows us to secure a portion of revenue from the event.

Pre-Order Event Preparations
1 week before the pre-order day, we were busy preparing the marketing materials for our event.

Advertising & Publicity (A&P):


Poster


Flyer - Targeting Students


Flyer - Targeting Staff

After rounds of drafting, a striking poster and flyer was produced to match our theme. We designed our flyer in the format of a letter so as to further emphasize on our theme. We wrote this letter as Santa to encourage the receivers to come down to our booth and spread the joy to their loved ones by buying a gift for them.

Pre-Order Event Day
The Pre-Order Event is held on the 17 and 18 Dec 2015, from 10.30am to 4.30pm.
We did the pre-ordering of log cakes from BakersWorld and provide samples of the log cakes for our customers. There were only 2 flavours for the log cakes, Chocolate Truffle and D24 Durian.


Log Cakes from BakersWorld


 To match with the Christmas season, we make use of our 3D christmas tree design as our banner. To further decorate the tree, we made use of the beautiful lights brought by Mr Sudesh.



  Our team members working on the final preparations for the event





  Decorating our booth and getting ready for our event.



Overall view of the booth

Pre-Event Preparation
As our sales for the pre-order event is over our expectation, we decided to prepare a handwritten card with candy cane attached for each customer that supported us to show our appreciation and gratitude towards them. 

                                                  
Making of the Thank You Cards



 We also designed the price tags for the watches on the day before the event day.

Event Day
After all the preparations, we are finally ready for the event day! For both days at around 9.30am, two of our members would head down to Carpack 6 to collect the watches and log cakes from Cosmostrend and BakersWorld respectively.

After experiencing setting up the booths during the pre-order event days, we were much more efficient when setting up our booth on the actual event day.


Cosmostrend brought in watches from Appetime, Q&Q, and Ice Watch.


BakersWorld has brought in more cakes and other confectionery items.


Overall booth layout


Our team member working hard to sell the watches



BakersWorld promoting their products to the customers


Checking the display 


Due to the limited number of flyers, we give out the flyers to a group of students as this would enable us to reach out to a larger group of audience and minimise wastage.


 The flyers achieved its purpose by generating awareness for our event, as shown by our sales.



On the second day of the event, which was also the day before term break, most of the students were leaving school at 12noon. To boost the chances of people looking at our posters, we shifted the poster at the atrium to face the crowd going down the escalator. The probability of them coming back to our booth might be low, but at least we did increase the chances of them looking at our poster.

Event Challenges
We faced challenges when setting up the booth such as, we did not check the equipment on site before the event day and we had problems when connecting the POS system to the power socket. Also, we were unsure of where to place the equipment as we did not prepared a booth layout plan beforehand. This resulted in delay of setting up the booth and we were unable to start the event on time.

Furthermore, we realised L’rez has a pre-order of log cakes as well and thus, we have to compete with them and persuade the customers to purchase our log cakes.

Alternatively, due to the poor sales on the first day of the event, BakersWorld requested to change from rental terms to consignment terms.

How we overcome the challenges
We contacted the technician to fix the socket, and had a better plan on setting up the booth. Therefore, we manage to start the event on time on the second day of the event.



We provide personalised services to attract more customers.

In order to persuade BakersWorld to continue with their business on the 2nd day of the event, we re-negotiated the rental terms with them by lowering their rental fees and helping them to sell. 



Post Event


With Love, Team Woah

After compiling the receipts for the pre-orders, we managed to hit our sales target of $1200 for both days and exceeded the proposed target by $1,068. We were happy to have achieved our targets despite the challenges we faced along the way. The successful completion of the event made all our hard work and efforts worth it. We learnt a lot of valuable lessons and at the same time had fun!


Wednesday, January 6, 2016

EMRS Team 3: The Royal Carnival, Mini RoadShow

THE ROYAL CARNIVAL, MINI ROADSHOW


Date: 29 - 30 December 2015
Venue: Outside Old Shopping Arcade
Time: 10:30 a.m.  to 4:30 p.m.


About the Event: The Royal Carnival was a mini roadshow that sold British confectioneries and novelties that were directly imported from UK and rarely found in Singapore. As the name of the event suggests, it was a roadshow that carried the ambience similar to one that could have been found at funfairs. Not only were there snacks and drinks to be bought, there were interactive games made available for patrons and not forgetting attractive prizes to be won!
With the products being directly imported from Great Britain, we were inspired to take on the English Theme. As the roadshow was happening during the low peak of the year, the team made a decision to incorporate a game segment in hope to boost the response of the crowd. The colors of the entire event, from our dress code to the aesthetics of the booth, revolved around colors that would remind one of the flag of Great Britain. The red, blue and white was also a representation of our partner, Tuck!



Our Roles and Objectives:
  • The introduction of directly imported British products that are rarely made available in Singapore.
  • The creation of a platform for the team to gain experience in the planning and execution of a mini-roadshow. 
  • The boosting of brand awareness of our partner, Tuck, who had joined the market not too long ago.
The team focused on providing all materials for the publicity by creating interactive activities for the patrons to participate. Our partner has also generously agreed to sponsor our attractive freebies, ranging from candies to crisp and even $10 vouchers, to be given out as gifts for our games. 

Pre-Event: Prior to the event, the team members were mainly engaged in the Advertising and Publicity segment. The team was split into 2, each led by the 2 In-Charges for our A&P.


1) Lynette's Team 

1.1. The production of Flyers



KJ working on Adobe Photoshop

1.2. The production of the Menu Board 

Printing and laminating the words/pictures for the board...
Arranging the words and pictures for the board!

1.3. The creation of the Banner 

Finding the right positions for the words on the Banner 
Our banner (without the poles)

2) Hee Tian's Team

2.1. The production of Posters



Our finalized poster!

2.2. The production of the interactive activities: 

  (i) The Dizzy Clown (Lucky Wheel)
Work-In-Progress: The Dizzy Clown!

Good to goooo!

  (ii) Toss & Win

All that we had needed were masking tapes and red papers for the rings.
Not forgetting recycled Soya Bean glass bottles from Cheers! 

  (iii) Match & Win

The famous childhood "Snap" card game to get the "Match & Win" going!

Trial Mock Up:

A day before the event, the team made a trip down to the venue to do a trial set-up to ensure the feasibility of the fixtures, in hopes to highlight and minimize any possible hiccups on the actual day. During the trial, there were a number of improvisations that we had to come up with: 

1) Positioning of the banner
- The initial plan to lean the banner against the wall had made it inconspicuous, putting the event at a disadvantage. Thus, we spent the rest of the day working on the banner, shortening the distance from one pole to another to a 1.2m, allowing it to fit perfectly to the sides of the table. 




2) Arrangement of the tables 
- The layout that we had earlier agreed upon had made our booth look cramped and fixtures heavy, degrading the overall aesthetics of our booth. With the advice of our supervisor, Ms Quek, the team reshuffled the arrangements. With the change, our set-up definitely looked neater and we were even able to insert another table for the games segment, which was also facing spatial restrictions which would have had become a safety hazard. 

3) Spatial limitations for game booth 
- It was only during the trial that we had become aware of a lapse in our logistics for the game segment. We started off with the thought that one table was enough to conduct the games, namely "Toss & Win" and "Match & Win". However, we decided to anticipate a situation where the 2 games could have happened concurrently. The tossing game would have created a safety hazard if the bottles had fallen or had the rings hit the participant of the other game. 

4) Inability of the glass bottles to be secured 
- During the trial, we had planned on covering all the tables with the red-fitted table cloth. However, this had imposed a challenge on us when we tried to secure the glasses as the bluetack was not able to stick onto the cloth. A decision was then made to cover only the tables at the main booth with cloth. 



All in all, the trial mock-up had benefited us in the execution of our actual event as it had allowed us to gauge the overall look of the event. From this mock-up, we have learnt that our initial floor plan was not feasible hence, we had ample time to make the necessary changes.

Event Day 1:

We had started the day with a morning briefing conducted by the Overall-In-Charge (OICs), Sabrina and Rebecca. We were split into 2 teams, excluding the 2 finance ICs who were responsible for the retrieving of the POS system and overlooking all other financial matters.
The first group was responsible for bringing down the banner, stationery and stocks from level 4 while the others were tasked with withdrawing the necessary logistics from the fixtures room. The allocation had expedited the process of getting our paraphernalia to our venue. However, there were no proper allocation of roles for the setting up after the transportation. Thus, there were areas which had an overcrowding of manpower, causing a negligence in other areas. In addition, there was a sudden improvisation for the games booth. The elimination of the red cloth had caused a plain and naked look. Hence, we decided to utilize our leftover colored paper flags to beautify the perimeters of the table. With all of this taken into consideration,  we started sales at 1100hrs instead of 1030hrs.




Putting up the decorations to beautify the games booth section

The Royal Carnival!! Up and ready! 
TUCK's Confectioneries and Novelties

Firefly drinks

As the event took place during the low peak of the year, we anticipated a challenge in the number of audience who we could gather. Thus, apart from the team responsible for the main booth, we allocated 2 other teams for mobile selling. The results for mobile-selling was awesome!! We were able to hit a sales of $1000, which exceeded our target of $700! The games booth had also successfully helped in the attracting of customers.

Terms and Conditions for the games:
1) Spend $5 or more, have a free game of your choice ("Toss & Win" or "Match & Win")
2) Spend $10 or more, patrons are entitled to the "Spin & Win" in which they stand a chance to receive freebies or even a $10 Voucher*.
3) Spend $20 or more, patrons are entitled to a $10 Voucher*.
*Patrons have to take a picture with Tuck's logo that is affixed to a portable Photo Booth that the team has prepared. 





A cherry coke to accompany a lecturer's quick lunch!
Jia Cheng trying to sell products during mobile selling
Hee Tian manning the games booth

Patrons trying their luck at "Spin & Win".

With our happy spirits, tearing down was smooth with just one exception! There was a minor spillage from the ice box, causing a little bit of panic but it was not long before the hunks in our team came to the rescue with mops and pails! We got it all in control! We ended the day with a stock count. With the high demand, there were not much stocks left!



Event Day 2:

We started the day with a briefing conducted with the Logistics ICs and the OICs. This time, we had ensured that everyone were allocated a task during set up. Our set-up was faster as compared to Day 1. However, due to our carelessness, we had pressed the "End of Day" key in the POS system. This meant that we had to do manual recording for the entire day. In addition, our float was locked in the system and the Supervisor-In-Charge was caught in a meeting. Thankfully, we had excess cash from Day 1. Each mobile-selling team was given a starting float of $4 while the main booth tried to request for exact cash amounts from our customers. Business resumed as per normal when our supervisor came down to unlock the cash drawer for us.

Despite the overwhelming sales from Day 1, the team had decided not to be complacent and we pushed to hit our initial target for Day 2 that was set at $500. We emphasized a lot on mobile selling as the crowd was relatively smaller than the previous day. At about 1300hrs, the team had discovered that there were a few duplication in the manual records of the sales. Nevertheless, we kept calm and pushed on, agreeing to leave the financial matters to the end of the event.

More pictures to do the talking...
Pushing hard for Mobile Selling

Tired dancers who bought about $10 worth of our products!
Games to liven up the atmosphere for those who had to be back in school during the holidays!
One of the winner for the $10 Voucher: Mavis!

We ended the day by doing our stock count and we spent the following day reconciling the differences by identifying the duplicates. 

Conclusion:

The event was a success despite minor discrepancies in cash with the POS system and sales memorandum for Day 2. We met our objectives and it was gratifying to watch the team apply the lessons learnt from our previous event - The Christmas Sales. We have grown!

We were surprised by the overwhelming demand for majority of our products, causing it to run out of stock by noon of Day 2. At the end of the event, we were able to exceed our sales target of $1,255.00, earning a final amount of $1,677.00!
Most importantly, it was beautiful to see the team made up of different individuals coming from various courses, contributing to the event with our own expertise! We have had our fair share of ups and downs throughout the event, from planning to the end of the execution, but we proudly declare that we made it (of course with the help of our loving supervisors) and we will miss our time in EMRS!!!


With love,
EMRS Team 3