Terry Sutherland & Associates

BMW SOUTH AFRICA

2008-06-08T08:09:00.000-07:00

BMW SOUTH AFRICA – AFTER SALES CONFERENCE AND DEALER OF THE YEAR GALA DINNER

PAX - 250 FOR CONF & 500 FOR GALA DINNER

BACKGROUND

BMW South Africa holds their After Sales Conference and Dealer of the Year Awards each year. TS&A has successfully pitched for and won this prestigious event for 3 years running.

BMW are not negotiable when it comes to attention to detail and each and every minute of the conference and gala dinner is run like clockwork.

TS&A are responsible for the creative treatment and the content for the opening video (this is always appropriate to the conference theme). Working closely with BMW, we conceptualize and write the script, manage the production and preview process and work with the client to make sure the end product is not only appropriate but always has that BMW edge to it.

We work with BMW Lifestyle department to ensure the exhibition areas are unique while still upholding the brand identity.

The conference theme is threaded through to the Awards/Gala Dinner and once again our choice of entertainment has to be appropriate.

Each year we have managed to exceed expectations, which is something BMW expects from its suppliers.

This is not always easy as the expectation of the delegates and the client increases but the budget doesn’t, so this pushes us to constantly be on the lookout for clever and innovative shows that proves that sometimes less is more!

Overall creative, strategic input, invitations, travel and accommodation, entertainment etc, all fall into our area of responsibility.

THE PROCESS

BMW always provide a very detailed brief so we are clear on the direction that we need to take.

Their approval process is run by committee and this requires that we go through a number of creative proposals before we get unanimous buy in from all the stakeholders.

We do however know that you cannot please everybody all the time and work hard to manage the expectations from each division. We know from experience that managing the client in the correct way goes a long way towards achieving a common goal.

Budget approval is a long process so we work closely with procurement on this and have an agreement that on every project we invoice a ‘progress payment’ amount which allows us to start production while the budgets are being refined. We then invoice the total amount once approved.

Because the dealer network is so diverse, it is always a challenge for us to make sure that we provide a creative solution that is embraced by all.

Understanding the tone is important and more often than not we have contacted the dealers individually to ask them what they like and don’t like and what they would like or not like to see. This is so appreciated by the dealer network as they feel they are being included in the process and not just invited to sit back and enjoy – or not!

We measure the results of each conference by sending out a questionnaire, normally within a week or two and the feedback helps us to offer more appropriate creative next time round.

A TS&A Project Director is on site through the day and night to manage all aspects of the event from set up to show to strike.

Check lists, status meetings both internal and with client and contact reports are once again part of our offering and if used and managed correctly there should be no unexpected surprises.

The Gala Dinner/ Awards evening is a black tie event and is an eagerly awaited affair. Not only because the Dealer of the Year is announced but because it allows the Dealer Principles, Sales Managers, After Sales Managers and Parts Managers, together with their partners an opportunity to network and to be thoroughly spoiled.

BMW’s has very high expectations and expects absolute attention to detail which is why we work so closely with them. Regular status meetings and detailed contact reports ensure that the client gets exactly what he wants and expects.

While BMW want their Dealers to walk away with a feeling that ‘Only BMW could have done something like that”, it is also important that the event is not perceived to be ‘wasteful’. This is a challenge that we rise to because more often than not – Less is More!

Because we Project Manage all aspects of BMW’s events, we work closely with our as well as their appointed suppliers:

From the invitation design to the RSVP and registration.

From the food tasting to the kitchen control on the night.

From the entertainment elements to the awards, to the walk up music selection – TS&A makes sure that the event runs smoothly and that our client has complete peace of mind.

MONEYGRAM AFRICA CONFERENCE

2008-06-08T08:02:00.000-07:00

MONEYGRAM AFRICA AGENTS CONFERENCE for 80 People

THE BACKGROUND

MoneyGram Africa hosts their annual Africa Agent Conference

TS&A are appointed to handle the creative concept for the conference theme, the invitations, the RSVP, the templates for the power point presentations, multimedia requirements, gifts, awards, registration, travel and accommodation, venue hire, entertainment and gala dinner.

There are between 50 and 80 Africa Agents who attend.

Agents are given the option to fly in a few days earlier to attend one on one meeting with MoneyGram.

Conference is usually one full day followed by an awards/gala dinner, with additional meetings scheduled for the following day by prior appointment.

THE PROCESS

The brief is probably the most important part of the process. We work very closely with our clients to make absolutely sure that we understand exactly what it is that they want to do and as importantly what their objectives are.

Once we understand the brief the rest just falls into place.

Because we chose the venue for the next conference six months out, this gives us plenty of time to come up with a suitable concept that fits the budget.

Six months prior to the conference, TS&A and MoneyGram confirm a location and Agents are sent an e-mail asking them to schedule the date in their diaries.

We advise them that further communication will follow.

3 months prior to the conference, the creative and budgets have been approved and our first invitation is sent out electronically. This advises the Agents of where the conference will be held, the different Hotel options and a list of activities available to them.

All visa requirements are attached as well as the conference theme.

One and a half months prior to the conference, each Agent is sent an Aid Memoir with certain reminders.

Transportation is arranged from the Airport to the Hotels and on arrival they are met and registered and their welcome packs handed to them. The welcome pack consists of a welcome letter from MoneyGram, the Agenda, their name tag and lanyard and an item of clothing to wear at the conference.

Registration takes place between 07h00 and 08h00 the following morning.

We set up a satellite business unit and concierge desk which is available to delegates throughout the day.

A multimedia of the previous year’s conference as well as well as branded MoneyGram visuals greets the guests on arrival.

A relevant piece opens the conference. Depending on the theme, this could be a video, a theatre of the mind, a live entertainment piece or simply a voice over.

Each speaker’s PowerPoint presentation is preloaded onto our computer system as a back up and we provide technical support appropriate to each speaker.

Our technical support is world class and we provide everything from podium monitors, wireless remote and auto cue to the very latest in ‘Watchout’ technology.

We have a Project Director on site at all times during the day to make sure the conference runs to schedule. Status meetings and contact reports are not negotiable and any one of our clients knows exactly where we are at each and every step of the project.

The Awards/Gala dinner always has some ‘Wow’ element to it.

Depending on the conference theme we make sure that what we offer is appropriate to the culture of the client and leaves that lasting impression.

MoneyGram is very clear about not being seen as wasting money and we make every effort to ensure that the Agents leave with a sense of being well looked after without feeling like it was money wasted.

TS&A have a ‘check list’ system which we stick to religiously and find that this allows no room for error. Should any changes have to be made, this system allows us to make sure that nothing falls through the cracks.

Each project has a dedicated project director and nothing gets added or subtracted without their approval.