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
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
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!
