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.

CEO Networking Session 2017

CEO Networking Session

Date: 1st February 2017

Time: 2-4pm

Venue: Block A, Library, Performance Stage

Speaker: Mr Logan Wong, Pure Senses Pte Ltd

Background

The CEO Networking Session was planned, organized and executed by EMRS Team 3.It involved Pure Senses Pte Ltd, Employment and Employability Institute (e2i), Singapore Polytechnic (SP), Institute of Technical Education (ITE) and Nanyang Polytechnic (NYP) Students. The speaker was Mr Logan Wong, the Managing Director from Pure Senses Pte Ltd and was held at the Nanyang Polytechnic Blk A level 4 Performance Stage, Library.

Objectives

The objectives of the Networking Session were to allow students to interact and to learn from Mr Logan Wong as shared his personal experiences and road to success.

Pre-Event

This event was managed by Shiqi and Zhi Yan from the Diploma in Business Informatics as the rest were still at their previous stopover. We started off designing the posters. While waiting for the poster to be approved, we looked for a venue to hold the CEO Networking Session. After looking around, we proposed to have it at the Performance Stage at Library and Blk D1, Function Room. We then did out the floor plan and decided where to put up the posters and signages. Ms Quek sent out the finalised poster to other institutions to garner interests. While waiting for the other institutions to nominate students to join the CEO Networking Session, we started to print stickers as on that day itself, it will be very hectic so having stickers pasted on the attendees would allow us to differentiate between students visiting the library and the networking session. Poster was posted on Instagram to promote this event as well.

Instagram post to promote the event

Roles & Responsibility

Emcee: Wendy

Photographer: Shu Zhen

Logistics: Rong Jun & Rishi

Technician: Hariz & Panat

Receptionist: Grizel & Sheeli

Ushers: Erika, Ximin, Rishi, Rong Jun, Jermaine, Shiqi & Zhi Yan

F&B: Qi Fang

 

Event Day

At around 9.30 AM, some of us started off with putting signages and posters around the school to guide the attendees to the library as they were from other institutions. The rest of us brought the chairs, tables to the library and arranged them. Hariz and Panat who were in-charge of the slides and microphones learned how to operate the sound system. After lunch, we did a final check and everyone took their position. Refreshments were set up with the help of the staff at L’Cafe.

L’Cafe staff helping to set up the F&B

At around 1.30 PM, the attendees started to arrive for registration

 

The ushers guided them to the registration booth and to their seats.

 

The attendees were very interactive

 

We also posted on the instagram to create awareness.

A token of appreciation was given to Mr Logan Wong by Ms Angela Cheng, the Manager of Event and Retail Management.

Refreshments were provided to the attendees and guests.

After the networking session, we did a survey with the attendees. From the survey we found out that most of the attendees were satisfied with the CEO Networking Session and 86% of the them will be attending similar session in the future as they found it very informational. Also 74% of the attendees found that the duration was just right.

 

In summary, we can plan more of similar networking sessions in the future.

 

Conclusion & Learning Points

Even though it was a short event, we had lots of fun and we also experienced a lot of different aspects of planning an important event. Overall the networking session was a success even though there were a few hiccups, the team managed to pull it through together .We managed to establish good teamwork and team spirit throughout the whole event. It was really satisfying to see all the students and lectures from other institutions attending our event.

 

Nevertheless, we all agreed that our communication within the team could have been better to ensure that everything done was consistent and well-organised. Last but not least without the team and supervisor this networking session would not have been possible!

The team in-charge of the event, Team 3!