Background

Whiting & Holmes approached Rousseau Automotive Communications with a proposal and plan development outlining the marketing and administrative areas that we could assist with for this first RAC 2-day remarketing-forum event. Because of our experience in Event Planning and Management, we were able to provide valuable input regarding forum set-up, supplier liaison/expectations and administrative support for online credit card registration and dissemination of attendee information, as well as on-site event support and participation.

The Challenge

To assist in developing and undertaking the following …
Event Direction and Support:

• All Client strategy meetings
• Recommendations and advice re: facility layout and set-up as well as suggestions re: traffic flow
• Review of Supplier contracts re: advice to Client on room blocks and catering
• Ongoing telephone and email correspondence to RAC staff re: Event Planning guidance and suggestions
• Ongoing telephone and email correspondence to RAC staff re: registration updates
• Detailed spreadsheets emailed daily

Registration (Remarketing Forum & Expo +Golf Outing):

• Creation of online registration page linked to .net database and integrated with credit card transactions
• Receipt of all faxed, mailed and online registration transactions
• Personalized response emails to each registered attendee
• Manual credit card transactions for all golf outing attendees
• Personalized email to each attendee re: golf outing
• Responses to all incoming calls from attendees regarding the event
• Responses to all attendee emails regarding the event

Pre-Event:

• Design, sourcing and preparation of name badges for the eventPreparation of final attendee registration list – Attendee, Exhibitor, Guest, Moderator, Panelist and Sponsor
• Email correspondence to all registered attendees re: golf outing and final details about the event

On-site Event Administration and Participation:

• Set-up of registration table and supplies
• Registration of pre-registered attendees (name badges)
• Last minute registration sign-up (name badges prepared and printed on-site)
• Exhibitor assistance re: questions, assembly and tear down
• Exhibitor room ‘security’
• Organization and dissemination of Event promotional material
• Ongoing event ‘directional’ support

Post Event:

• Preparation of final attendee list for RAC staff
• Preparation of detailed accounting transactions for RAC review and processing
• Ongoing telephone and email correspondence re: refunds and questions about attendees
• Manual refund transactions for attendees that cancelled last minute (re: golf)
• Detailed report of outstanding items from the event for review with Senior RAC staff.

The Result

Because of our participation, administration and event guidance, this event was well organized, scalable based on the room layouts and suggestions we made during the first location visit, RAC had minimal amounts of administration (accounting) due to the online registration component we provided and the daily reports of Attendees we provided and most importantly, the RAC Senior Management and staff were able to network with the Attendees, Panelists and Exhibitors without being burdened with on-site administrative tasks.