In the previous two articles, we have learned about the main content, time, place, participants, and agenda planning of the annual meeting. In order to achieve the effect of the event, the details of the control can not be ignored, today we will continue to introduce the rest of the content, understand the annual meeting invitation, welcome letter production, meeting control, post-conference evaluation and cost budgeting and other details of the process of what to pay attention to.
When sending out invitations to dealers, be sure to pay attention to the design of the meeting invitation. A well-designed conference invitation should not only indicate the time, place and time of the meeting, but also have a detailed agenda for the meeting, topics and speakers for each session. The most important information is the contact information of the conference team staff and the division of labor of the conference team staff, which can greatly facilitate the participants to find the right person smoothly when needed.
When the dealer enters the venue, a welcome letter should be prepared. On the one hand, let the dealer feel the warm reception of the manufacturer, on the other hand, supplement the content of the invitation letter, so that the dealer can be more clear about the content and time arrangement of the activities during the meeting, so as to create a relaxed and pleasant meeting environment. The welcome letter includes the schedule during the meeting and the agenda for the meeting. The following is an example of the content of the welcome letter at the annual meeting of a manufacturer and distributor, which can be used for reference:
In the layout of the conference site, from the outdoor signs, banners, conference theme image, sign-in place, conference representative signs, work cards, seat cards, venue background, new product POP, modeling need to be carefully scrutinized. The casual and rigid format will make the atmosphere of the venue look dull, and the dealer will be absent-minded most of the time. While improving efficiency and streamlining content, organizers can also pay more attention to the form of the meeting, such as jokes, interesting shows, games, slides combining sound and light, etc., which make people feel relaxed and smile, and adjust the atmosphere of the venue.
The host of the meeting usually chooses people with a beautiful voice and a good image and temperament. Each speaker should not speak for too long. Meetings should be interactive and two-way exchanges. If you have a large number of participants, consider holding some breakout sessions and discussions in addition to the annual meeting.
It is necessary to understand the problems and solutions in the meeting with the dealers in a timely manner, detect whether the goals of the meeting have been achieved and take action against the problems, and at the same time put forward the dealers in which aspects to cooperate, and give specific suggestions that can be implemented into action.
Different types of dealers have different cost budgets for annual meetings, and the cost of the conference also includes travel and accommodation expenses during the conference. The budget for the conference should be as comprehensive as possible, such as the rental of the venue, the cost of food and accommodation for the participants, and other additional costs (in principle, 5% to 10% of the total budgeted cost) should be fully considered.
Holding the annual meeting of dealers is an effective way for manufacturers and dealers to achieve multi-level communication. The primary purpose of dealers participating in the manufacturer's annual meeting is to understand the manufacturer's sales policy in the new year, consult more business strategies from the manufacturer, and learn from the experience of the industry. The purpose of the manufacturer is to enhance the loyalty of dealers, motivate dealers, and urge them to further increase investment in the market and better achieve business goals. At the same time, the annual meeting of dealers can also attract more potential dealers to join and sign contracts, and further realize the network expansion of the enterprise. Therefore, manufacturers should pay attention to every aspect of the organization of the dealer's annual meeting.