Promotional Event Report: Sydney Product Launch Campaign Analysis

This report details a promotional event organized to launch a new product, re-sealable envelopes, in Sydney. It outlines the event's planning, including advertising strategies (hoardings, social media), target audience (students, job applicants), and resource allocation. The report covers budgeting, venue selection (Four Seasons hotel), and event logistics (food, beverages, staffing). It also discusses the formulation of a brochure, the importance of security, and the roles of different departments (marketing, dispatch, sales, customer service). Customer feedback is gathered through interviews, analyzed, and presented to management. The report emphasizes the importance of staying within budget, ensuring customer satisfaction, and using feedback to improve future events. The report concludes with an analysis of the event's success based on customer feedback and internal assessments of staff performance and product sales.

Running head: PROMOTIONAL EVENT
Promotional Event
Name of the Student
Name of the University
Author Note

1PROMOTIONAL EVENT
1. The organization will hold a promotional activity in the form of an event where the new
product will be launched in front of the clients. In order to make this event a success, it is
essential that information about the product should only be available after the event. The product
should be made available to all the target consumers by the way of advertising on large
hoardings, advertising it on the social media platforms and in newspapers and magazines.
2. In order to provide for an effective advertising campaign in the form of hoardings and
advertisements on the online social media platforms, care must be taken that they should reach
the target consumers. Re sealable envelopes are in need by almost all the people of the
community but especially those who are in need of such envelopes, for instance, the college
students and those applying for jobs. In this sense, the hoardings should be placed strategically in
front of colleges and offices.
3. The internal people who can provide information about the required resources are those who
are aware of the biggest clients of the organizations. Care must be taken that all these people are
included in the list of clients who are invited to the promotional event. The external people who
can provided further information with regard to the required resources are those who are in the
advertising market. For instance, the budget for the hoardings can only be estimated by those
who are involved in this business.
4. The promotional activity will be held in Sydney in one of the five star hotels, such as Four
Seasons. The aim is to make the clients feel comfortable and reassure them about the success of
the new product line. The grand ambience will make the clients believe that the organization is
sure about the future potential of the re saleable envelopes.
5. Cost for the different expenditures

2PROMOTIONAL EVENT
Advertising cost $ 1100
Food $ 400
Beverage $ 300
Staff for hire $ 200
Source: Created by Author
6. Timeline
Events to
handle
1st week 2nd week 3rd week 4th week 5th week 6th week
Creating
client list
Advertising
of the
product
Arranging
the food
and
beverages
Hosting of
the
promotional
event

3PROMOTIONAL EVENT
Source: Created by Author
7. The most important requirement of this promotional event is to stay within the budget. This is
due to the fact the manufacturing of the new product has already taken up a lot of expenditure.
Moreover, the aim of any private organization is to earn higher profit margin. The expenditure
on the promotional event have to be recovered in the form of revenue in the later stage. As a
result, all the different areas of expenditure such as food and beverages shall be cut down to the
minimal level.
8. In order to provide all the necessary information to the clients, a brochure shall be formulated.
This brochure will contain all the relevant information about the product such as its features, how
it can be utilized, the advantages of using the re saleable envelopes and so on. This will prove to
be highly beneficial to the clients as they will understand about the product by just reading the
brochure.
9. The most important personnel and resources who are required on the night of the promotional
event is the security guards. The safety and security of the clients is the most important
obligation of the organization. It is the clients who make the organization successful. Moreover,
the satisfaction of the clients should also be kept in mind. In this sense, the waiters and the
waitresses in the promotional event should be quite efficient. They must ensure that the food
served to the clients are of good quality.
10. All the departments of the organization will have an indispensable role to play in order to
ensure that the promotional activity is a highly successful event. In this sense, the marketing
department will have the responsibility of explaining the features and advantages of the new

4PROMOTIONAL EVENT
product, the re sealable envelopes to the clients. Moreover, the dispatch department can provide
several gifts to the clients as a reward for attending the event. The people in the sales
representatives will have the role to ensure that the clients are properly motivated to purchase the
product. Moreover, the customer service department will have the vital responsibility to ensure
the satisfaction of the customers.
11. The success of this event will be judged by gathering feedback from the customers who visit
this promotional event. The feedback form will consist of several questions –
1) How do you find the promotional event to be?
2) What do you know about the new product that is the re saleable envelope?
3) Do you think the product will be beneficial to you?
4) Do you think the organization is charging the right price from you?
5) Has the promotional event been able to make you understand about the usage of the new
product?
6) Were the services provided in the promotional event up to your expectations?
7) Do you have any recommendations which might would have made this event more
successful?
8) Do you have any recommendations to change the working of the new product?
All the answers to this interview will be judged over the next five days in which the
responses shall be taken in to consideration.

5PROMOTIONAL EVENT
12. The interview method has been chosen because it proves to be the most beneficial to
understand the emotions of the clients. The customers need to feel the product and make both
objective and subjective analysis about the advantages of the product as well as the cost benefit
analysis. In order to understand this perspective of the customers, the feedback form in the form
of interview will act as an advantage for the organization. The subjective analysis of the
responses from the feedback form will reveal what the customers felt about the promotional
event and about the new product. Moreover, one of the major benefits of a feedback form is that
it gives the respondents a chance not to reveal their identity. This ensures confidentiality and
anonymity of the respondents. This is one of the major ethical consideration that has to be
maintained in any interview process or the like.
13. After the collection of the data findings from the feedback forms, there is a need to collate
them in a coherent form so that it can be presented to the management. The management level
has a lot of responsibility on them and hence, they do not have the requisite amount of tine to
shift through the entire set of data. As a result, it falls upon the subordinate levels to decipher the
information gathered and present it in a data form to the management. This can be done with the
help of presentation. A presentation table will showcase the data findings in the form of a table
which is easily comprehensible to the managers.
14. The feedback received from the customers will contain on some important information on
how the promotional event could have been organized in a better manner. This requires some
amount of contemplation on my part as the promotional event was organized by me. All the
feedbacks by the customers should be taken in to account, the positive and especially the
negative. It is the criticisms which will enable me to develop my ideas in a better manner and
ensure the delivery of a more successful event in the future. The security issues are the ones

6PROMOTIONAL EVENT
which should be analyzed in a detailed manner. The fore most responsibility of any organization
which is hosting a promotional event is that it must ensure the safety and security of its
customers. In this sense, the feedbacks will effectively guide me to develop my ideas and
concepts efficiently for future purposes.
15. After the end of the promotional event. One of the main activity is to analyze the spending
and the time within which each related activity was done in an efficient manner. The main target
is to achieve the successful delivery of the activity such as food, beverage and security guards,
within the minimal pay and well before time. If these two fields are met, then it can be said that
the event was hosted in a smooth manner.
The analysis of the benefits of hosting such promotional event will be done by looking at
the feedbacks provided by the customers. If the number of positive feedbacks are greater than the
number of negative feedbacks, then it can be said that the promotional event was a success.
16. Besides the customers, the staff and management level of the organization can be provided
with a feedback form in order to determine the benefit of the promotional event. If the staff say
that they were properly able to convey the features about the new product and persuade the
customers to buy them, then it can be said that the promotional event was a success. Moreover, if
the products sell at a high level, then also the promotional event will be considered as a success.