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.
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.