EMRS Team 3 Mini Roadshow: Sweet Treats

Date : 29th June - 1st July 2016

Venue : Outside Koufu

Time :  10:30AM - 3:30PM

Preparation

We had been planning for our roadshow 3 weeks before the actual event. Our team had 2 OICs - Vanessa and Claudia, 2 Logistic ICs - Li Ling and Roxanne, 2 A&P ICs - Phyu and Liyan and 2 Finance ICs - Arinah and Yong Jie. Over the past 3 weeks, our preparation encompassed of planning the theme, setting the dates and number of days of our roadshow and sourcing for potential vendors whereby we were faced with several rejections.

(Our team went on a field trip to source for vendors)

After identifying Crusty Oven as one of our potential vendors, we visited Crusty Oven to have a look at the tarts, cakes and cookies offered at the store. Once we had tasted the tarts for ourselves, we decided they were delicious and decided  to bring in Crusty Oven as one of our vendors!  

(Our team visiting Crusty Oven)

Finally, we were able to successfully secure 2 vendors, Arizona Tea and Crusty Oven, which sells delicious brewed tea in cans and freshly baked tarts and cookies respectively. We then started out on our advertising and promotional materials to publicize our event!

(Flyers for our pre-order event and cutting “sweet treats” from the styrofoam board)

(Our hardworking team members working on the A&P materials!)

Pre-Orders

Days before the actual event, we wanted to spread the news! Our team left our work spaces and combed every corner within the campus! Distributing pre-order forms and offering samples of the yummy cookies which we were selling to passers-by. We left a smile on their faces as they kept coming back for more.

Early birds get the freshest out of the oven and best deals! We gave a promotion with every 2 jars of cookies bought and offered free delivery. Naturally, the sales achieved over the pre-order period was amazing. We were very close from hitting half of the sales target!

(Samples of the cookies were provided from our vendor!)

During Event

Day 1 - 29th June 2016

It is finally the first day of our mini roadshow! We were excited about running our very first event in EMRS. We reported at 8.30am to commence setting up our booth outside Koufu. We took down our props, including the Arizona Can mascot and cookie mascot, from the EMRS room. According to the manpower allocation, we took the equipment we needed from the Logistics Room, set up the A&P at our booth and collected goods from our vendors, Crusty Oven and Arizona cans from Foodgle.

Team members setting up the booth!


  

      

(We finished setting up our booth)

The Crusty Oven team sorted out the preorder goods to be delivered and the mobile selling teams went on to deliver them to our customers before commencing our mobile sales while the booth team got ready to start sales at the booth. We started sales at 10.30am.

(There is already a crowd!)

We targeted Staff for mobile selling for Crusty Oven products while for Arizona we went to various TEP centres and canteens to hard sell. We found that mobile selling for Crusty Oven’s individual cookies were more efficient.

The turnover for Arizona cans were faster than Crusty Oven’s cookies, slices of cake and cinnamon egg tarts. The most popular Arizona drinks flavours were Green Tea with Ginseng and Honey and Half Iced Tea Half Lemonade. We had to make a trip back to Foodgle to restock the Arizona drinks as they ran out faster than expected. We also collected more ice from Foodgle to ensure that our drinks are kept chilled for our customers.

It was more challenging to sell the jar cookies as compared to individual cookies as it is more expensive and many customers had already pre-ordered the jars. We targeted students for our individual cookies as we thought it will fit better with any budget they might have.

At 3.30pm, we started packing up and bringing our props and leftover cookie packets, jars and Arizona cans back to the EMRS room for stock count. We also returned the equipment we took from the Logistics Room. We decided to pack the pre-ordered goods to be delivered the next day so that delivery will be more efficient on our second day.

(Sorting out the pre-ordered goods for our 2nd day)

Day 2 - 30th June 2016

On the second day of our roadshow, we also arrived at 8.30am to start our set up. As we have already familiarised ourselves with the setting up process, we took a shorter period of time to set up the A&P at our booth as compared to the first day.

Even though the human traffic was lesser compared to the day one, the turnover for Arizona Can drinks were pretty fast. Similarly to day one, we had to return to Foodgle a few times to collect more Arizona Cans and ice.

(Where we stored our Arizona Cans)

Our non-consignment goods: individual cookies, Cinnamon Egg tarts and Pound cakes also ran out fast and were sold out by 12.30pm as we brought in lesser quantities. We also sold out all of our packets of cookies by 3.30pm.

At 3.30pm, we started packing up and bringing our props and leftover cookie jars and Arizona cans back to the EMRS room for stock count. Concurrently, part of the team returned the equipment we took from the Logistics Room back to their designated areas. We could not prepare the pre-ordered goods to be delivered the next day as we did not have any packets of cookies left.

Day 3 - 1st July 2016

On the last day of our roadshow, there were repeating customers from day 1 or 2 who dropped by our booth to get cookies again. The crowd was better as compared to day 1 and 2 and surprisingly, the popularity of Arizona Tea did not die down although it was already the third day of our roadshow! This time round, our team collected a larger quantity of stocks from Foodgle as compared to day 1 and 2 and managed to sell all of them before the end of our roadshow.

On top of that, Cinnamon Egg tarts and Pound cakes also ran out fast and were sold out within a few hours as soon as we opened our booth. This could also be possibly due to the lesser amount of quantities which we have brought in. Subsequently, our team members proceeded with the mobile selling of the cookies to lecturers and students in the campus.

Post Event

By 3.30pm, we had finished selling all our goods from Crusty Oven and Arizona Can drinks, hence we proceeded to dismantle the booth with our Supervisor, Ms Winnie’s permission. Yay!

(Duct tape was pasted over the menu for products which were sold out!)

We threw away our Arizona Can mascot, cookie mascot and booth decorations. We returned the poles to its original condition by tearing off the duct tape we pasted to secure the poles to the table. We brought the remaining props, the fairy lights, back to the EMRS room and returned the equipment we took from the Logistics Room. We cleaned up the water around the area where our Arizona Cans were stored and returned the booth area to its original condition.

Conclusion

On the whole, through the preparation and execution of this mini roadshow, we believe EMRS have led us all to be more outspoken and demonstrative individuals. As a team, we have learnt to communicate and work together efficiently after all our time together.

We have developed both our marketing and creativity skills in the visual marketing and direct marketing departments. In addition, we have learnt to budget when it comes to managing costs and money in general, coming up with our sales target and deciding on how we would distribute our Advertising & Promotion allowance. We have also gone through the entire process of event planning, such as discussing as a team, looking for vendors, thinking of possible advertising, promoting the event and actually executing the event. Our team then came together at the end of the event to come up with the AAR (After Action Review). Our team has honed important lifelong and operational skills such as forging friendships and coming up with a floorplan respectively.

In conclusion, the mini roadshow was a great experience for all of us. We managed to hit our sales target of $2,000 and even exceeded it! We worked well as a team and it was a meaningful time for all of us as our team became more bonded through this roadshow. Because of the time spent in EMRS, we have an even more in-depth understanding the various aspects which we have to consider when organising an event. We will like to thank Ms Winnie Quek for giving us much support and advice throughout the planning and execution of the roadshow.

 

EMRS Team 2 Mini Roadshow: Treasures of Asia

Date: 29th June 2016 - 1st July 2016

Venue: Outside Koufu

Time: 10.30am to 3.30pm

Team 2 with Mr. Sudesh

About the event

Our team’s Mini roadshow, Treasures of Asia was the very first event in EMRS. For this event we consigned goods from Sansesan Global Pte Ltd; a local distributor for snacks. Our goal was to create awareness for their new products which included cup noodles, potato rolls and teas. The theme, Treasures of Asia, had been put in plan to showcase the different specialties from all over Asia.

The products that we have consigned from Sansesan are snacks such as Tao Kei Noi, Cassava chips and house brands like Conz & MyKuali cup noodles. Target audience of our Mini Roadshow will be students and staff of Nanyang Polytechnic. In addition, we will be targeting visitors and guests who visit to Nanyang Polytechnic.

    

Snacks neatly displayed in Treasure boxes

Objectives

Our twin objectives was to organize and execute while promote Sansesan’s new and current products to students and staffs of Nanyang Polytechnic. Our target was to achieve a sales of $1200 from the Mini-Roadshow.

Pre-event

To fully utilize the manpower resources, we had divided the team of 12 to delegate different tasks.  Our OICs are Syarif and Corlina, A&P- Chao Xiang and Yiting, Logistics- Yuri and Jolene, and Finance- Ping Sheng and Angelia. The rest of the team members work on Adhoc duties and also help every other role when needed.

       

   

The process of planning & preparing A&P decorations

  

              

Our Posters & Menus

To make our advertising interesting, we decided to create a 3D lighthouse that would help capture the attention of patrons from all directions. Treasure chests and a ship cut-out that were created from cardboard, were used to fully reinforce our theme.  Not only that, we also designed posters and flyers to remind, promote and inform students and staffs of the event.

Event Day 1

After weeks of planning, the day has finally arrived!

Team 2 reported early at 8am for the first day of the Mini Roadshow to stock-take, set-up our booth and put up posters. At 10.30am, our mobile team and booth staffs were ready for operation. We have three mobile teams that cover different areas in the school. At 3.30pm, we returned all the logistics back to our storage and logistic room. After packing up for the event, we had to return to the room to tally our stocks sold with the amount shown on the POS machine.

          

The booth set-up for our Roadshow

       

Pin sheng wearing a sailor outfit and walking board for A&P

Tallying the stocks with the amount shown on the POS machine

Event Day 2

Since it was the second day of the event, we were familiarized with the set-ups. Therefore, we were more organized when setting up the booth and was more familiarized on where to place the props and our stocks. Unlike day 1, two of our team members were absent thus we reduced the number of mobile selling teams from 3 to 2.

We also managed to completely sell out all of the Ginger Tea on the second day; one of the main doubts we had when selecting our stocks. The sales on the second day was better than expected, as most students were having their ICAs.

Event Day 3

As it was the final day of the event, we were determined on pushing our sales. We had a proper stock count before bringing down all of the stocks down so as to avoid any discrepancies, followed by a short briefing for our mobile sellers. And off we go!

Our mobile seller working hard to sell off the last few items in their bucket. Look at the smiles on our customers faces!

          

Conclusion

In conclusion, we achieved sales of $1685, which is $485 above our sales target. This was a great opportunity for us as most of us did not have experience in planning events before coming to EMRS. Through this event, we have learnt important lessons about teamwork and coordination which will aid us in our future projects and eventually in our careers. Working together in a team is not easy but we managed to overcome our personal differences and carry out the event smoothly. Thus, this was an experience that would definitely add value to our lives.

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.