I.T. FAIR 2016 Electro! I.T Fair by Team 2 and 4

Date: 19th and 20th May 2016

Venue: NYP Atrium

Time: 1030am-430pm

We held a two day Electro! I.T. Fair at the school Atrium on 19^th May and 20^th May 2016. The fair sells a wide of range of electronic products and accessories such as earpiece, keyboards, hand phone covers, thumb drives and screen protector.

Pre-Event

We started planning for the event for about 1 month before the actual event date. We had 2 OICs – Isaac and Dionis, 2 Finance ICs – Jeslyn and Sherlyn,  2 Logistics ICs- Bing Kang and Claudia and 2 A&P ICs – Xue Li and Fateen. We faced many challenges in the process of planning the entire event – from engaging different vendors to be a part of our IT Fair, structuring our floor plan, coming up with ideas to advertise and publicise our event and setting our target sales. In the end, we successfully secured 12 vendors consisting of both I.T. and lifestyle categories. In addition, we brought in 2 food vendors which were Fairy Floss and the popular Coolgurt!

On 16^th May 2016, Kaira was the first vendor to deliver their stocks to us and some of us went down to collect the stocks and store it into room 409A. The rest of the vendors came with their stocks on the 17^th and 18^th May 2016.

A dry run - Setting up the booth!

During Event

19th May

The day have arrived. We were pretty excited about running the mega I.T. Fair event!

Team 2 and Team 4 reported to school at 8am in the early morning. We had a short briefing conducted by our Overall In Charge (OICs) and then everyone started to get to work! We went to the logistics room to bring out the equipment needed. After we completed the setup for our booths, we went to take down the stocks from the EMRS room. It was quite a hassle as the lifts were always occupied and there wasn’t enough trolleys! Then, some of us decided to carry the stocks with their hands. After we brought down the stocks, we had to arrange the stocks neatly.

The amount of floor plan changes we made.

200 lollipops were given out to promote our event!

Talented brothers from local band Scarlet Avenue performing!

Live Audio Set Up.

Setting up our booths!

One of our food vendors – Coolgurt!

Our cute I.T. letters painted by our A&P students!

Instead of using 2 poles to support the banner, we have used a spider web structure that was found in the logistics room! The banner was then tied to the structure using raffia strings before it was put up on stage.

We planned to set up everything by 10:10am but we took slightly longer to complete setting up. When the day ended, we had a de-brief and reflected on how we can improve our performance for day 2.

20th May

Day 2 of our event begins!

After we have gone through day 1 of the event, we were familiarised with the setting up, so we reported to school at 8:30am which was later than the previous day. As usual, there was a short briefing conducted and then we head down to set up our booths. We managed to set up our booths in 1 hour (8:45am - 9:45am) which was a huge improvement for us.

Our talented Soundcard school mates serenading us with songs from Avril Lavigne, Poison and Ed Sheeran. Everyone was so hyped up! Look at the crowd!

Our hardworking Finance ICs – Sherlyn and Jeslyn!

Post-Event

Our event has ended and it was indeed a tiring day for every one of us. However, it was a good experience for us to handle such a huge event. From this event, we have learnt communication is significantly crucial among the team members because we have to ensure that everyone are constantly updated and know what is going on. We have also learnt to be more proactive, take initiative and constantly motivate one another.

We are very thankful that we have been trusted to organise and execute such a big event in school! We certainly had a lot of fun during the process of planning this. It was definitely not an easy feat to plan an event because there were many risks and challenges along the way. However, with the constant support and word of encouragement from our friends and supervisors – we have made this IT Fair a successful one!

Triumph Sales 2016

Date: 19^th and 20^th May 2016, Thursday and Friday

Venue: Auditorium lobby

Time: 10.30am – 4.30pm

Team 3 with Miss Quek

About the event:

Events Management Road Show (EMRS) partnered Triumph once again to hold the annual Triumph sale. Both parties have collaborated with each other in the past, bringing past season collections , offering them to fellow students at up to 70% off the original retail prices. Triumph staff were in charge of manning the cashier and ensuring the availability of stocks while students from Team 3 were in charge of advertising, promoting and manning activity stations such as the spin the wheel and the Instagram board contest.

Pre event:

Firstly, Team 3  started planning and executing their ideas for the event as early as 3 weeks before the actual event was scheduled to happen. The first idea that the team acted on was creating the life size three dimensional cardboard version of Triumph’s logo.

We first started collecting unused cardboard boxes from various locations such as Cheers and D’ studio to help save costs. The execution portion of this idea took the longest as the team had to draw, cut out and finally glue gun 8 of the letters including the crown logo. After the letters were dry and firmly glued together, the team then began to paint the letters dark red as per Triumph’s logo. The painting process involved many coats of painting.

Secondly, the Triumph team personally went down to the auditorium lobby so as to take specific measurements regarding the space available to display Triumph’s goods. This step was vital in ensuring that the floor plan drawn up by the overall in charge, Ya Xian was accurate. This also enabled logistics to secure the adequate amount of equipment and allow the wagons brought in to be displayed in an orderly manner with easy accessibility for shoppers.

Triumph Poster

Lastly, for the advertising and promotions aspect, posters were placed at 6 prominent locations to bring about more awareness for the upcoming event. In addition, A6 sized flyers were given out the day before the event specifically targeting female students in various schools during lunch time and also during the refreshments period outside the large scaled business lecture. Also, as the advertising and promotions team was aware of slowing economy, we came up with various ideas such as engaging shoppers with a question and answer session and also Instagram contest. This involved liaising with Triumph for prizes. The questions and boards needed were all done up by the Triumph team.

 Promotion Activities: Spin the Wheel & Triumph Instagram Contest

Set up

The actual event was held on the 19^th & 20^th of May.

Day 1

‘Triumph Sale’ Fixture

On the first day of the event, we had to report at 8:00 a.m. for set up.  First we took boxes and materials from the EMRS Room and Logistic Room.  We then headed down to the Auditorium to set up the fairy lights along with our Triumph Sale Fixture. The NYP Estate Staff came to opened the Auditorium doors at around 8.20am, after which we headed in to set up the Fitting Room, Cashier, Spin the Wheel Station and Music.

Setting up of the tables

When the wagons and stocks arrived around 8.30am, we started arranging the bras according to the sizes and the wagons were placed shown in the picture below.

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Triumph Floor Plan at NYP Auditorium Lobby

At around 10:00am , we all had a crash course on how to measure bust sizes and what kind of bras and briefs that Triumph offers.

We started sales at 10.30am.

Initially, we had anticipated better sales as we thought that $25 for each fashion intimate and $5 for briefs was a great deal as Triumph was a well established brand. Our target sale set was $18,000 for both days. The sales in the morning were very stale. This might have been due to the fact that students and lecturers were in lessons and was still early for the public. When lunch period came along, we noticed that the sales picked up by a little. We also noticed that people were too shy to enter the Auditorium Lobby. Therefore, two of us had to stay at the door to try to encourage them to head in to take a look. We also had shout outs of our event using the stage that was provided by the IT fair. At the end of the day, we packed the “Triumph sale” word into the auditorium and covered the wagons with a red cloth that was provided.

Day 2

On the second day of the event, we arrived at 9:00 a.m. and started setting up the “Triumph Sale” word.  We also decided to print words such as SALES, BUY 5 GET 1 FREE, $25 & LAST DAY to gain more awareness for the event running in the auditorium. It was printed in A3 & A4 size and pasted on the glass panels in the auditorium. We felt that it did help the sales as more people came in the morning compared to the day before.

At 12:00 p.m., we borrowed the stage used by the IT fair once again and had a Q & A session with the intention to create further awareness that there was an event held in the auditorium.

Even though we did not meet the sales target at the end of the day, sales compared to the day before was better.

Post event

After the event has ended, we helped the Triumph staff to pack up the Auditorium. As our team has 12 people, there will be 2 people in charge of each area of the Triumph event. We packed the lingerie of the same sizes into boxes. The poster stands at the various locations were also collected back.

We removed our block letters, fairy lights and papers that were pasted on the glass. We then proceeded to pack up our logistics that were from the fixtures room. All the logistics were placed neatly at the front of the Auditorium to make sure we did not leave out any logistics. Thereafter, we returned all logistics back to the respective places in the fixtures room.

     

Conclusion

In conclusion, the Triumph event was an eye-opener for many of us. Even though we did not manage to meet the sales target, this event went smoothly throughout the 2 days. It was our first time handling a lingerie event and it feels awkward at the beginning. We slowly got used to it and worked really well as a team. This event was very meaningful as we might not have another chance to run such events in the future. Through this event, our team became more bonded and had more teamwork together. A big thank you to Triumph for allowing us to have this opportunity to plan this event. Thank you Ms Quek for supporting us and giving us suggestions throughout the planning of the event and on the actual days.

NYP Graduation Flower Sales 2016

Dates: 6 May 2016 - 12 May 2016

Venue: NYP Atrium

Time: 8.00AM - 8.00PM

About the Event

The NYP Graduation Flower Sales 2016 took place at NYP’s Atrium from the 6^th May to 12^th May respectively. It was organised by EMRS Team 3 and Xpressflowers. A total of 12 of us were involved in the sales of the various types of flower bouquets.

Pre-Event

By the end of the first week, the OICs of our team, Kerina and Samuel, had come up with a well-organised schedule. It clearly indicated the exact reporting time, break time, as well as shift timings. They also deployed manpower to be cashiers and salespeople.

The posters were created by Wei Han and Ayn, who were in charge of the Advertising & Promotion (A&P). They had a rough layout of posters by the middle of the first week and completed them by the 3^rd of May. The posters were placed around the school campus, with at least one poster stand at each school.

 The banner was made through a joint effort of team 3 and through much deliberation and thought, our final product was born.

On the 5^th of May, a day before the actual event, we retrieved the necessary equipment from the logistics room and started to set up our booth. We revised our roles and conducted a dry run on how the customer would interact with each point in our booth.

On the very same day, a few of us who were appointed to be the cashiers for the entire event also learnt to operate the POS machine.

Actual Event

There were a few changes made throughout the event as well as various challenges faced. Our initial flow of the transaction process is as follows. We had wanted our customers to look at the display of samples on the wire mesh, after which that they would choose their specific bouquet at the start of our booth which would then be brought to the holding area. Succeeding payment at the cashier, customers would finally be able to collect their flowers at the collection booth.

However, when the event started, we realized that the collection counter was redundant when there was a slow but steady stream of customers and was only useful when a large crowd arrived, which in turn, rarely happened. Thinking on our feet, we decided to close the collection booth and convert the holding area to a reserve area for customers who have paid. This greatly improved the flow of the booth and like a well-oiled engine, we started to take off.

To promote Mother's day, we attempted to have a roving team of students who would try and sell flowers on the go. However the response we received was lacklustre as most students were unapproachable and it would be more efficient if the students stayed at the booth. Thus, we had to dismiss this method of selling.

Another complication that arose was that some of the bouquets which had arrived were dissimilar to those which we had advertised. The types of flowers and bouquets that came each session varied in terms of pricing, wrapping style and size.

We displayed the various samples of bouquets on the wire mesh. This was to enable the customers to have a closer look at the bouquets available and before they purchase their preferred bouquet. However, due to the inconsistency and at times shortage of flowers, we made the decision to take down the samples during busier sessions and use the empty wire meshes as a barricade to prevent unauthorised personnel from accessing the stock.

During the five days of the event, there were changes made to the stipulated opening and closing time. We had to open later due to the inconsistency in the delivery time of flowers and closed the booth earlier as there was a lack of a crowd towards the end.

There were various roles that needed to be attended to, someone to restock flowers, someone at the front of the booth to attend to the customers and others to make sure the flowers were presented correctly and adequately watered. Most of these roles overlapped each other and would have caused complications. However due to the teamwork and camaraderie we had formed as a team, we were able to communicate well and work as a whole to make sure everything ran smoothly.

Also many customers were unsure about what flowers to purchase, we approached them and provided them the information on which flowers would be appropriate.

Post-Event

Nearing the end of the event, as we began to tear down the booth, we were more efficient with our time and managed to dismantle the booth quickly. After all the equipment were safely put back into the fixtures room, we were elated to find out that we had over exceeded our projected sales figure twice.

We had learnt new skills through this event which included the wrapping of bouquets, proper customer service and efficiency. Furthermore, this event has also helped us to polish up our ability to work as a team.