Trade Show \ Event SOP

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Document ID

OPS1701       |

Title

TRADE SHOW / EVENTS SOP                                 |
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Revision

1.0              |

Prepared By

Amy Lam – Group Operations Manager                |
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Effective Date

01/01/2017 |

Approved By

Ellen Hui – Purchasing & Operations Director |

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Policy :

The company will take part in trade show and events ensure that the company's image is properly presented.

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Purpose :

To outline procedures for planning, exhibiting, and follow-up of product trade shows and event, to meet many potential customers face to face in a short period of time and in a cost-effective manner.

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Scope :

Applies to all trade shows or events where the Company’s products are displayed for the purpose of marketing (awareness) and sales.

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Responsibilities :

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Responsibilities:

The Marketing / Sales Manager develops Trade Show and Events Plans and for conducting post-show reviews.

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Top Management

 is responsible for approving the Trade Show / Event Plans.

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The Trade Show Coordinator

is assigned for responsible to implement Trade Show / Event Plans, measuring trade show / event activities, and following up on contacts.

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Finance Department

is responsible to assign a staff for invoicing and cashier role. To make sure all sold items are clearly record and all cash are kept well and bank into the company bank accounts. After trade show / event is ended, the cashier requires to submit the sales report and cash flow record to Finance Department to record the sales in Netsuite properly.

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Definition :

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Event –

Specific function held on a specific date or period of time including, but not limited to, accommodations, services, and other facilities, summit, symposium, or conference with current or potential customer invitees, focusing on content designed to improve sales or customer relations with this or a related audience/market group. Example : Press Events, Road Shows, Conventions.

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Trade Show –

Exhibition for companies in a specific industry to showcase and demonstrate their new products and services, or an exhibition of business opportunity package for sales. Trade shows are not normally open to the general public, only company representatives, retail customers and press members are invited.

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Consumer Show –

Exhibition for companies for stock clearance with a massive discount offering during the show period to the public.

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Event Plan :

The Marketing / Sales Manager should formalize the Trade Show / Event Plan and submit a list of recommended trade shows / event, along with show details and justifications, to Top Management for approval. Once the Trade Show / Event Plan has been approved, The Marketing / Sales Manager should assign a Trade Show Coordinator (TSC) to plan and coordinate show / event details.
After the show, the Sales / Marketing Manager should evaluate the performance against objectives stated in the Trade Show / Event Plan. The Sales / Marketing Manager should evaluate the performance of the show / event by comparing the results against the objectives stated in the Trade Show / Event Plan and identify areas needing improvement.

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Planning :

Well-planned and designed the floor plan, stock list to maximise selling of stands.

To design Baby Expo Price List – offering promotion and massive discount for stock clearance.

During the Exhibition – Need to make sure a contingency plan is set for the adverse weather and hitches inevitably happen.

Staff Roster – To ensure the show date have enough staff on duty to run the event of the day.

Stock Reservation – To estimate stock for the move in date and replenishment for the show date.  The inventory transfer orders should be sent to the warehouse 2 weeks in advance for allowing warehouse have more time to pick and pack the order in order not to affect to the daily operations.

Meeting with Logistics company for briefing the trade show details and service requirements for quotation and alternate arrangements.

Set Point of Sales (POS) system – to import the expo product list, price list, promotion and inventory in the POS.   Test system to confirm it is working well and pricing is correctly pop out.

When POS system is not available, duplicate NCR invoice book should be used for marking each sales transaction.  Clearly write down the product SKU, quantity, amount, payment method, GST/VAT (if any) and make sure to keep the duplicate copy for inputting the sales in Netsuite.

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Netsuite & Cash Record :

Netsuite & Cash Record : Create a new customer as per the Trade Show / Event Name
Issue SO for each daily sales, fulfil the order and bill the invoice.
Payment should be applied by Finance Team.
Handover all bank slip / remaining cash / credit card receipts and daily settlement slips to Finance for counter-check and count and sign off by sender and receiver.
Any cash discrepancy should be reported to the Top Management for approval to write off.

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Stock Return :

Warehouse requires to complete the blind receiving in 2 weeks and provides the goods receiving report.
Operations requires to transfer back the goods from Event Locations to Warehouse.
Any stock discrepancy should be reported to the Top Management for inventory adjustment approval.