Order 1368007: products and services

ProductsandServicesLESSON4.pdf

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1.5 – Develop action plans to provide details of products and services being promoted

An action plan, in the context of promotional activities should: enhance the organisation with its products and services being promoted improve features of service to existing and future customers increase communication to customers and reduce complaints being made demonstrate the ability to embrace change in business or services develop new markets and attract new customers.

The action plan will closely link to your CPS and/or GANTT or PERT chart.

It might be that the headings you have detailed in the CPS will have more detail added, which would be described as actions.

Here is an example of an event action plan that has taken the main headings form the CPS and expanded on the detail.

Timing Task Who Date Done

9-6 months prior to the event

Carry out community consultation – establish support for community facilitating the event and provide on- going feedback

Develop a committee to run the event including government agency staff, local government staff, local service groups, interested community members and some young people from the community

Seek support from local media

Timing Task Who Date Done

6 months prior to the event

Complete planning framework:

Type of events

Aims and objectives

Key messages

Strategies/activities

Event staffing timeline

Budget outline

Promotion

Risk management

Community support

Resources and merchandise

Evaluation document

Tentatively book venues, acts, equipment when making enquiries about costs

Complete funding applications if applying for funding – many grant applications must be submitted at least four to six months before the event

3-4 months prior to the event

Confirm all performers and equipment

Book venue and check safety, insurance, power requirements and council restrictions

Organise production and ordering of merchandise

Liaise with booking and support people as needed:

Police

Security

Catering

Chill-out areas

First aid

Photographer

Timing Task Who Date Done

2 months prior to the event

Check status of funding

Develop a contingency plan and incident register

Develop maps of the local community and region indicating places of interest

1 month prior to the event

Committee meeting to consider:

Organised events

Safety

Security

Emergency procedures

Layout

Power supply

Shade

Toilets

Other risk management strategies

Develop a procedures sheet for the event and distribute

Ensure merchandise and signage is confirmed

Organise advertising places

3 weeks prior to the event

Ensure everyone has a copy of the emergency procedures plan and is familiar with it

Timing Task Who Date Done

2 weeks prior to the event

Distribute promotional material

Prepare name tags – everyone involved should have one

Prepare an event toolbox:

Tape/rope/string

Hammer/screwdriver/knife

Pen/paper/marker pens

Batteries

Cameras

Mobile phones and two way radios

Phone list of all the team members

Stamp for entry

Id bands

1 week prior to the event

Increase advertising

Liaise with outside agencies to confirm details

Confirm all bookings

3 days prior to the event

Distribute all radio and television releases

Check equipment is ready and in good condition

Organise for all media attention to be collected and taped

Timing Task Who Date Done

The event

Committee meet day before event to commence checking all preparations:

Emergency exits

Security staff

Float for door/canteen

Equipment

Safety requirements

Meet with the team daily to discuss how the previous day went and plan for the next day

Hold a five-minute debriefing session right at the end of each evening and again in the morning

2 weeks after the event

Promote achievements to the community

Write up evaluation and report for the committee and any funding agencies

Send thank you letters and certificates

Debrief with committee – highlight concerns and recommendations and distribute a summary of this debrief to relevant people

It is important to evaluate the success of the event against the goals and objectives of the event. This will guide the planning and coordination of future events.

START PLANNING FOR NEXT ONE!

In addition, complete the details of products and services being promoted and select what you think is the right method of doing that.

Selection list of methods of promotion.

TV, face to face, newspapers, magazines, websites, flyers, billboards, special events and sponsorship.

PRODUCTS/ SERVICES

SUITABLE METHODS OF

PROMOTING THIS WHY?

Advertising

Personal Selling

Customer Relations

Sales Promotions

Direct Marketing

Physical Displays

Publicity

Activity 1.5

1. A Promotional activity is being held. Using the examples provided create a suitable time line using a CPS format.

EVENT –Reception to announce new product DATE OF EVENT - November CURRENT DATE – August ITEMS THAT NEED TO BE SCHEDULED:

• Site inspection of Venue

Issues? • Venue chosen latest date • Contract signed and returned • Invitations designed and ready • Mailing of invitations • Update of website and RSVP • Estimated numbers to be confirmed to venue • Final numbers to be confirmed to the venue • 1st Deposit due • 2nd Deposit due • Final payment due • Printing deadlines

Issues? • Name tags deadline • AV equipment to be decided • AV contractor hired • AV contractor allowed on site • Speakers confirmed

Ceo / issues • Menu to be received by us • Menu selections to be provided to the Venue • Wine selections to be provided to the Venue • Dietary Requirements of attendees to the venue • Meet on-site before Event • Thank you letter