PARTNER BUSINESS FORUM 2016 / AMERICAS BUSINESS … · PARTNER BUSINESS FORUM / AMERICAS BUSINESS...

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PARTNERBUSINESSFORUM2016/AMERICASBUSINESSSUMMIT2016

Proposal-Production&Logistics

PARTNER BUSINESS FORUM / AMERICAS BUSINESS SUMMIT 2016 Proposal – Production & Logistics

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summary

Events are more than just a place and time to get information. They serve as

networking opportunities, experiences by which to receive inspiration, and

powerful face-to-face ‘moments of truth’ wherein a brand is brought to life.

Together the Partner Business Forum and Americas Business Summit comprise

a crucial opportunity for _________ to demonstrate their growth-oriented

position and brand among executive leaders, partners and customers. A world-

class experience for an audience of this level is a must, and ___________ is

confident that this can be achieved with great efficiency through the careful

consideration of how elements of both events can be combined, augmented

and repurposed.

Throughout this proposal, ___________ has given considerable weight to the requests outlined in your RFP,

with regards to budget-consciousness, the senior-level stratum of your attendees and areas in which

production can be optimized via shared creativity across both events as well as the potential for post-event

re-purposing. We have extensive experience in meeting all of your creative, production, logistical and

liaising requirements and have provided examples of this in addition to our creative recommendations.

We appreciate the opportunity to support _________ and look forward to partnering with you to create

these two most very special events.


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strategic core

Objectives

About the Themes

In considering themes for each event, we’ve taken not only _________’ overall branding into consideration,

but also how the theme of the first event can be melded progressively into the second, providing a valuable

narrative thread for leaders and other speakers who may be interested in connecting the two referentially.

Theme - Business Partner Forum

For the Business Partner Forum, our recommended theme is X-Powered: The Partner Experience.

(Spec Theme Logo Art Goes Here)

By connecting back to _________’ tagline of embrace challenge, experience success, your theme will

give the program a strong basis upon which to connect everything that _________ is doing for and with its

partners as ‘X-Powered’ – a unique form of force that can only be found in the unique and innovative

relationships that _________ and its partners share.

The idea of this work as ‘X-Powered’ can also be used as a reference point to how _________ and its

partners are seeking common goals in the experiences that they create for customers: Ones which focus

clearly on the SIMPLE spirit of recognizing that customers are seeking social, immediate, multi-optional and

personalized lifestyle experiences.

By being the experiences that customers want, these experiences become the literal ‘x’ – the variable to be

solved – which drive the ‘x-powered’ nature of _________ and its partner relationships. As such, the

‘partner experience’ is both how _________ works with partners to achieve those goals as well as the

lessons and best practices learned – the experience – of having done it successfully and continuing to do it


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successfully.

Theme - Americas Business Summit

For the Americas Business Summit, our recommended theme is The Power of X, represented visually as

PowerX:

(Spec Theme Logo Art Goes Here)

By utilizing the ‘X’ in a way that visually refers to the way _________ presents embrace challenge,

experience success, we establish clarity that the ‘X’ is literally _________ – that it represents a power to

customers that is not merely additive, but exponential .

This will also allow leaders to bring in the idea of a customer who utilizes _________ as being ‘X-Powered’,

hearkening back to the theme of the first event. We also see this as an opportunity to introduce further

words that ‘X’ is a powerful part of: X-celeration, X-pertise, X-cellence, etc. Each of these adapted words

could form a basis for exploring how _________ uniquely applies to each, and how it applies this ‘Power of

X’ to help customers go above and beyond.

Essence

The essence of our program and themes for both events can be distilled into a single powerful idea that

speaks to partners and customers: Potential.

Both the Power of X and the idea of something as ‘X-Powered’ is evocative of a bright and ambitious future

that stems from the decision to engage with _________. The themes are more than a tagline – they act as

a manifestation of everything _________ is trying to achieve, and this essence:

• Serves as a springboard for presenters to speculate positively about the future, discuss the

possibilities that working with _________ creates, and celebrate the success of potentials already

realized and succeeded by.

• Allows for the use of ‘X’ as a key visual icon denoting that potential, as well as cleverly utilizing it to


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denote an intersection between two lines: The point where the decision to reach for a greater

potential is either made or left behind.

Finally, the essence of potential also acts as a strong general platform from which to discuss moving

towards customer demands in ways that represent the SIMPLE philosophy – areas of business that have the

potential for greater growth because they represent what customers really want.

This is an apt and thrilling essence for an event in particular, as the event itself can represent an

intersection, a starting line, an opportunity, an explosive moment – a pivotal point where attendees can

make the decision to reorient their ways of thinking to realize the untapped potential of their own

businesses, and how _________ can be an indispensable partner and/or vendor in making it a reality.

Best Practices

For both events, we recommend a consistent level of attention be paid to several aspects of the objectives,

and undertaking all creative and production work with them closely in mind. These include:

• Remembering the audience: With senior level executives as the primary focus, achieving a level

of ‘wow’ and visual finish in all production elements is crucial. We recommend that design be sharp,

contemporary and professional while also invoking a technological cutting-edge while also being

budget-conscious.

• Establishment of _________ as a key differential: A common aspect found in both themes

points to _________ as an ‘X-factor’ – the key ingredient in enabling both partners and customers

to doing what they do better than their competitors and being ahead of the market.

• Creating a welcoming, positive atmosphere: Networking is a crucial aspect of the conference,

and tempering the sharp and tech-savvy style with a collegial, friendly and social atmosphere

should be a key consideration in all tactics.


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staging / production

Digital Signage

For signage, we recommend utilizing a fully-digital option – plasma or LCD screens with looping

powerpoint slide shows. This will make the transition between the two events simple and

effective, and allow for the signage to have a dynamic feel. We recommend creating a simple

animation around the theme logo – a pulsing line or burst, for example – that will catch the eye,

and offer something that static physical signage cannot.

Text on these signs could also be displayed transitionally, with an initial slide offering words of

welcome, the next featuring the _________ logo, and further slides featuring photos and

highlights of the presentations and events from the agenda.

Registration Desk

Appreciating that the registration desk for both events is a key touch point for integration of the

show theme and visual platform, we recommend utilizing a large, colourful ‘X’ as a centerpoint of

the table cling at the desk, along with an overhead sign stating: ‘Looking for _________? YOU


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ARE HERE.’ – this ‘YOU ARE HERE’ phrase will contextualize the ‘X’ in an inviting, map-like

fashion, letting attendees know that they’ve now reached their final, exciting destination – the

show itself.

As an additional consideration, the registration desk itself could be in the shape of an ‘X’, with

each of the four corner points assigned to a different set of last names (A – F, G – L, etc.)

Main Room - Staging

The use of one room for multiple needs is not a new concept to ___________. We are well

versed in transforming space for varying audiences. When time and budget are of upmost

concern, lighting becomes the key that unlocks a rooms potential. To that end, for both

_________ events, we recommend a joint staging solution that will allow for switching flexibility

between the different seating needs of the two events while retaining a consistent address to the

theme. A proposed schematic follows:

Key features of this staging include:

• Extensive use of white cyc with multi-colour uplighting, allowing us to rapidly shift the

colour and feel of the room as a whole immediately. This will allow us to shift quickly

between the colour schemes of the two events and their theme logos – it also opens up

the possibility of allowing partners to utilize their own corporate colour schemes during

partner presentations.

• Gobo light projections, allowing us to also create custom projected logos onto the surfaces

surrounding the screens – again, this could be used to create impressions of the theme

logo, _________ logo, or partner logos.

• Backlighting on the 16:9 screens provide both definition between screen and cyc, and also

further differentiate between the two events as these LED’s change from event to event.

• A physical, 3D set piece of an ‘X’ done in the style and colour seen in the word ‘experience’

tagline of ‘embrace challenge, experience success’. This could be evocative for both show

themes, and will be positioned centre stage, behind the presenters. It can also be used

prior to the show as a large set piece near or around the registration desk.

gobo gobo


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Social Media Visualizer

We recommend taking full advantage of a robust social network by also utilizing a social media

aggregation display tool (Such as Wallrus) running on the AV screens in the main room at the

beginning and end of each session, as well as digital signage throughout the event. The visualizer

will display all mentions of the conference by picking up and displaying predetermined hashtags

from Twitter and Instagram. Visualization tools provide post event analytics to measure the

effectiveness of each stream and provide insight for areas to target in the future.

presentation support

MAINSTAGE PRESENTATIONS

Multimedia Delivery

For your mainstage presentations, ___________ will coordinate full customization of all

presentations, ensuring thematic visual coherence and consistency for all presentations of both

events – this will include appropriate colour scheming consistent with the theme logo, as well as

appropriate watermarking / logo placement of the theme and _________ logos for full brand

consistency.

We can also assist in integration of the “state-of-the art technology tools and delivery methods”

mentioned in the RFP, ensuring that they are at least framed (introduced, concluded) via

additional slides with a method coherent to the theme. The scope and cost associated with this

integration will vary depending on the type and complexity of the aforementioned tools and

delivery methods.

Presentation Idea – The Gartner Quadrant

In considering some innovative ways that we could use the idea of ‘X’ in both themes to


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creatively and concretely tie all of the presentations together, one concept we considered was

‘Gartner’s Magic Quadrant’ – a popular form of analysis for tech companies that could potentially

be adapted by any (or all!) of your presenters into their talks. An ‘X’, which has points, could be

visually associated with the four sections of a quadrant diagram which assesses companies in

four key areas along two continuums:

Additional, general information on the magic quadrant can be found here:

https://en.wikipedia.org/wiki/Magic_Quadrant

BREAKOUT ROOMS

In addition to IT and technical coordination with PSAV to ensure that all content and materials

are installed on breakout room machines, we would also recommend continuing the theme in

breakout rooms via:

• Décor – We would recommend table clings inspired by the theme logos, with large ‘X’s on

them that also have our various ‘X-words’ (X-perience, X-celeration, X-citement, etc.)

patterned on them in a light, nearly-transparent type. An _________ logo could also

feature prominently in the center. Additional décor could include floor clings that show ‘X’

followed by chevrons pointing toward the room entrance – a more sophisticated take on

‘X’ marking the spot!

• Signage – Given that an event is the intersection of a time and place, we envision digital

signage outside of breakout rooms which utilizes a ‘X’ with lines in two colours, with the

time on that sign displayed in one of the colours and the place (i.e. the name of the

https://en.wikipedia.org/wiki/Magic_Quadrant


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room) displayed in the other colour.


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networking

Networking Activity – Recommendation

For a networking event to be utilized at an evening or other appropriate function during either

event, we recommend a variation on the classic ‘Find your Partner – 20 Questions’ game entitled

Famous Foursomes. This could be depicted and related back to the themes on signage as

relating to the four corner points that make up the letter ‘X’.

In this game, attendees would receive the name of an individual from a fictional or non-fictional

famous foursome on their back, and would have to go around the room attempting to find out

who they are by engaging others in a ’20 Questions’ style dialogue. Famous foursomes could

include groups such as:

• The Beatles

• The Flintstones

• The Fantastic Four

• The Incredibles

• The Ghostbusters

This would be a great game for getting people acquainted, as well as socially engaged with the

evening or other activities ahead. As an incentive and thematic tie in, the large ‘X’ could also be

placed in this room, and gathered foursomes could go to it to register their success and receive a

small prize.

Offsite Dinner

Dinner events are always a highlight of any conference. It’s a time for attendees to relax, have

fun, and do some valuable networking. The last thing they want to think about is ‘where is my

dinner?’. Knowing how to properly flow an audience in and out of a room during such events

takes experience. As Agency of Record for IBM Canada, ___________ produces an average of

40 such events a year, and managing the contract negotiations, timing and specific nuances for

this type of event has become second nature to our team.

Incorporating a theme via décor is a subtlety we take pride in. Opportunities are sought to


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include small details that serve to delight the audience, while also maintaining consistency in the

conference brand. Customized centerpieces, innovative table décor, environmental lighting, music

that sets a tone, and of course, menus that please the palate are all areas of focus.

Whether your dinner is on-property or off, ___________ will work as your advocate to ensure the

space is inviting and your budget is managed.

Samples of previous dinner events:

Awards Night: Las Vegas: 1200 sales staff, incorporating conference rock and roll theme of

Own Today, and transforming it to Own Tonight


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Dinner and Celebration Night: Morocco: 1200 people. Final night of week long event. Dinner

under a Moroccan tent - celebration under the stars


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(lounge seating)

(entertainment & dancing)


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Awards Night Dinner: Orlando : 1200ppl. Transforming the theme of “GO!” into “GO Wild!” to

promote a sense of celebration & corporate thanks

(Entrance treatment)

(centerpiece) (stage podium)


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transportation / logistics Transportation Liaison

The movement of an audience from point to point requires a commitment to detail, as well as a clear understanding of the audience experience from start to finish. ___________ has both organized and acted as a consultant to DMC’s for a number of transportation needs, with recent examples including: International Conference of Crisis Mappers (ICCM) 2014 – Nairobi, Kenya 2014. The movement of 200 high profile attendees from the UN compound to various dinner locations required a heightened understanding of the region and potential security concerns. ___________ is currently planning ICCM 2016 in Manila, Philippines using a mixture of buses, Jeepneys and a partnership with Uber to move 400 attendees to/from multiple hotels across multiple venues and arranging flights to the islands for week-long field visits.

• Note: ICCM is curated and produced by Melisa E., who will be your dedicated project manager from ___________ for these events.

Ceridian Sales KickOff 2014 ___________ acted as consultant onsite for local DMC hired by client to move 1200 employees from conference venue to Petco Park and back. Association for Computing Machinery - International Collegiate Programming Contest ___________ has been the logistical producers of the ACM-ICPC for the last 3 years, with a key element being the complex transportation mapping of 1200 attendees and 20 VIPs with specific needs across multiple hotels and event venues in global locations that provide unique local challenges. ICPC 2014 – Ekaterinburg, Russia – 3 hotels, 2 event venues ICPC 2015 – Marrakesh, Morocco – 2 hotels, 1 event venue, 1 offsite entertainment evening ICPC 2016 – Phuket, Thailand – currently planning – 2 hotels, 2 event venues, 1 offsite entertainment evening

Security

___________ has extensive experience in liaising with security operations for a wide variety of

event types. Specific requirements would dictate the scope and focus of our relationship, but as a

general practice we engage closely in:


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• Ensuring that hotel security is up to speed on event details in order for the room to be

secured.

• Requesting and receiving the hotel emergency action plan, and thoroughly reviewing it

with the team during the preconference meeting so that all are aware of the

communication path and action items

• Careful protection of client (_________) content by ensuring that material shared over FTP

is password protected, and that show machines are wiped at the end of the event (once

final show files are transferred to external media sources for archival purposes.)

• Utilizing our internally-developed Venue, Activity & Transport Safety Risk Assessment

checklist for review with the venue during site inspections.

On-Site Planning

For the duration of the program, M. E. (Executive Producer & Founding Partner at ___________)

will be your dedicated project manager for all requirements, including on-site visits and liaising

and coordination with your staff for both events. Please see M.’s bio at the end of this proposal

for more information.


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additional value-adds

Opening Video

In addition to the multimedia presentations from your speakers outlined in the RFP, we

recommend that both events have an opening video that occurs immediately prior to the first

mainstage presentation. This video would play a crucial role in engaging the audience with the

theme of their event, as well as creating a general excitement in the room that will propel your

speakers to better engagement.

___________ would work closely with you to develop a script and appropriate audiovisuals for

this experience, but in general terms we would recommend utilizing the full range of ‘X-words’ as

inspirational keys for the copy which would appear on-screen. We envision a video that makes

use of terms like ‘x-cellerate’, ‘x-cite’, ‘x-cellence’, etc. which then move through further

exposition into the idea of ‘x-perience’ – this would then transition into the _________ tagline of

embrace challenge, experience success and a reveal of the show theme.

This concept could be applied with flexibility to an opening video for either event – our cost-

effective recommendation would be to produce two with slight variations, allowing for an exciting

opening video to be had by both events.

Mobile Event Application

Audiences at corporate events having increasing expectations of a world at their fingertips: One

where event details and conference engagement are fully accessible via their mobile devices. In

addition to being a more ‘green’ and tech-centric event feature, an event app would also very

much reflect the SIMPLE _________ principles, allowing for the event as a whole to feel closer to

the ‘lifestyle’ that _________ represents.

Event App Option #1 – Comprehensive (EventMobi)

The event app has a comprehensive set of functions and will be completely branded to match the

conference branding. Functions include:


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• Conference Registration and Attendee Check-in. Can include invitation, confirmation emails,

and session selection

• Direct Notification through alerts and updates feature to notify attendees of session room

changes and schedule alerts.

• Speaker Profiles and Private Chats feature facilitates attendee networking.

• Document Library will hold various formats of media and content (ppt.,pdf.,doc.,xls.) for

whitepapers.

• Conference Maps and Floor plans with Google Map integration.

• Meeting session and function information.

• Speaker and company profile pages.

• Social Media integration.

• Live polling and results, surveys and session evaluation feature.

• Sponsor and exhibitor promotion through mobile ads on app.

• Gamification - make the conference fun, social, and engaging by integrating gaming elements

to the experience.

Event App Option #2 – Baseline (Sli.do)


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An alternative option for integrating a phone app would be the utilization of Sli.Do

(http://www.sli.do/) to facilitate real-time Q&A between your speakers and the audience; one

that will amplify their engagement, understanding and excitement with the materials and

opportunities being presented. With Sli.Do, the audience can use their Smartphones to:

• Respond to polls given by the presenter, with the results appearing in real-time onscreen

• Submit live questions to the speaker, and have them display on the screen

• Vote for their approval and interest in the questions being directed at the presenter,

thereby ensuring that the question relevant to the majority are answered first, and

allowing those with no immediate questions to feel engaged in the content

• Provide data for analytics that measures the engagement of the audience which can later

be reviewed by the presenter

We can work closely with your presenters to help them use this tool effectively in relation to their

content and objectives.

Post-Communication Tactics

Finally, we recommend a number of post-event tactics to help better shape your event for the

future, as well as gauge the success of your 2016 execution and to re-purpose as many of its

assets as possible. These tactics could include:

• A SurveyMonkey survey distributed to all attendees, rating their overall engagement and

satisfaction with various elements of the program. ___________ can partner with you to

http://www.sli.do/


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craft a solicitation/potential incentives for this survey that will ensure optimum return, as

well as compiling research and analytics into a high-level overview for leadership.

In the case of customer surveys, questions could also be crafted here which could result

in gleaning valuable sales development information.

• The conversion of various show materials – opening videos, etc. – into a digitally-

distributable size and format that can be sent to attendees as a way to look back on the

excitement of the show, and bring back the feelings of engagement it created.

• Distribution of other data or materials (such as breakout PPTs, phone app survey results,

etc.) in e-mails or other communications with visual enhancements (graphical banners,

sharp copywriting) that will maximize successful receipt and interest.


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thank you For over 12 years, ___________ has focused its expertise in the tech sector, supporting and

promoting brands such as ATI, Ceridian, Cognos, DMTI Spatial, Google, IBM, Sigma Systems &

Workbrain. Understanding the unique needs of this fast-paced and exciting industry has

remained a passion of our team since day 1.

Our brand philosophy has always been to keep our client roster streamlined, so that we can

deeply understand the brands we support and provide additional value as we promise to protect

the brands our clients have built.

___________ offers extensive expertise in leveraging brand identity throughout creative

elements and across integrated tech and live event platforms. Our experience in the applications

of innovative staging, mobile, social, and gamification ensures that ___________ will deliver an

event that appropriately represents the _________ brand in an engaging and interactive manner

for its audiences.

The ___________ team looks forward to the possibility of building a winning relationship with

_________, and thanks you for the opportunity to create lasting impressions for your audiences.

What does ___________ Do?

___________ delivers comprehensive communications strategies, campaigns and production for

a variety of events including employee meetings, customer, partner & user conferences and

product launches.

Specific services include:

• Strategic auditing of objectives and desired outcomes

• Creative & Theme development

• Internal communications tactics

• Visual identity development and print design

• Staging design and production

• Video concept and production


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• Digital media support (presentation graphics, web-based media)

• Podcasting

• Speechwriting and speaker coaching

• Complete on site production and stage management

• Post-program communications measurement

• Tradeshow design and communications

• Venue sourcing and management

• Talent procurement and direction

• Travel booking and transportation logistics


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