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The Agency’s Proposal on Organization and Communication Support of the Event In the interests of Tech4sec Ltd. As Tasked by the Client. Format of the Event : Conference-Presentation + Press-Conference Tech4sec ’s key Objectives :
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The Agency’s Proposal on Organization and Communication Support of the EventIn the interests ofTech4sec Ltd.
As Tasked by the Client Format of the Event:Conference-Presentation + Press-Conference Tech4sec’s key Objectives: • To hold the event in order to promote and introduce the Ultimaco-vendor’s product to the Russian market • To ensure the potential partners as well as the target ultimate consumers are aware of the unique product properties. • To join integrator partners’ efforts on including Vendor’s services into a product portfolio. • Partners-integrators to make contact with top management of potential clients. • To inform the leading business and IT Media about the product innovations that provide an upper level of informational security – to provide coverage in Media, Media informational and documentary requests concerning Ultimaco products. Scope of work: • To provide a full-scope support of the event, including the scenario and detail budget development. • To coordinate the event, develop a schedule of the event, including a full-fledged back-up support: technical and informational support, catering, contacts with Media, event management, guests’ escort • To provide an itemized budget and catering opportunities per guest (including alcohol drinks) • To develop a proposal on communication support of the event Amount of Guests: • 100-150 persons Event Terms: • Tuesday-Friday (1 day from 11 till 17.00) – the last week of June Format of the Event: • The program of the event includes several informational sections with speakers to participate – demonstration of software, testing of single elements
Project Description Project Goal: • To provide communication support of the brand’s launch and further promotion on the Russian market. Project Major Tasks: • To create a unique Company’s image in the potential partners’ and professional community’s perception. • To introduce the Company’s product line to journalists and distributors. • To start formation of the Company’s expert status and pick out key speakers. • To introduce the top-management of the Company’s Moscow subsidiary to partners and journalists. Project toolbox-objectives: • To provide coverage of the newsbreak in target Media • To form a pool of journalists loyal to the Company, its products and speakers • To deliver Company’s key messages to the target audiences • To set up a highly effective logistic back-up of the event, its preparation stage and a follow-up. Target Audiences: • Leading business and trade Media • Trade and business Community
Organization of the Project “Hub” Interaction with trade and business Media Developing press-releases Event-management (preparation and executing the event) The “HUB” Working with speakers Follow-up and analytics Production
Description of the Event • Date of the event:June 26 (preliminary), Friday • Venue: TBD, Marriot-Aurora preferably (please see the attached Excel file) • Participants: • Journalists of key trade and business Media – up to 25 persons • Partners, integrators of products and solutions – 50-70 persons • Corporate top-management and IT-management – up to 50 persons • Utimaco representatives (Germany) – up to 10 persons • INSIDERS Team
ProjectImplementation: preparatory stage (1st week) • Develop Media databases • Prepare press-materials that spark interest to the Company in the target Media • Analyze editorial plans to integrate information about the Company and its products • Develop a single point strategy of entering Russian Media-field (Start-up) • Develop logistics of the introductory events, proceed to organization of the event • Develop a creative presentation for Company’s communication needs • Select a venue • Develop a detailed scenario based on the approved conception • Proceed to stage-management works including selecting the essential graphical, musical and other elements, required to execute the concept previously developed • Organize a cocktail, welcome-coffee etc • Developing the decoration templates for a cocktail/banquet/welcome-coffee placement with its further execution • Distribute invitations among the journalists from a list provided by the Client
ProjectImplementation: Start-up (2nd week) • To currently act in a press-service mode • Analyze the Media-field (including that of the key competitors), search for the informational trends available to incorporate information about the Company and its products • Negotiate with potential informational partners of the Company’s conference • Develop a press-kit (handouts for journalists: an official press release, Company and its top-management profiles, research findings etc.) and informational profile for targeted distribution • Distribute trails, announcing the Company’s management visits to Russia, distribute a presentation among the key newswires and Internet-Media • Preliminary interaction with PR-partners, including the interview being organized in one of the key trade/business Media • Develop a scenario of the Company’s presentation • Set a logistic scheme of the event • Provide a regular interim report
Project Implementation: Start-up (3d week) • To currently act in a press-service mode • Emit informational newsbreaks • Revise handouts and reference material for Media • Develop Q&As for speakers • Set up a procedure of official accreditation • Distribute targeted personal invitations, call up journalists of state business and trade Media (broadcasting, print, newswires, top electronic Media) • Revise and adapt the logistic mechanism of the event • Distribute the trail of the event among target Media • An official statement on the Company’s homepage • Work out an incremental script of the event and all the activities applied (opening speeches, press-conference, events dedicated to reviewing of the Company’s products) • Interim report #2
Project Implementation: superlative (4th week) • To currently act in a press-service mode, provide urgent commentaries and outlets in the course of the event and afterwards • Emit additional informational newsbreaks • Work-out speech theses for Company’s top-management and other speakers, to be communicated to the target audiences in the course of presentations • Provide logistics in the course of the event • Initiate interview and commentary outlets, personalized approach when working with journalists in advance of the presentation • Organize and held a press-conference, interact with target journalists in the course of the event (accreditation, accompanying, providing with handouts, calling up afterwards), moderate the press-conference • According with the results of the event: track and confirm the publications, Media outcome investigation • Work out and provide to the Client a Final Report on the launching PR-campaign (a photo-report of the event included) • Further communications with Media in the purpose of sparking and maintaining the journalists’ interest for the Company
Developing the Press-Kit The possible approaches to working out the Company’s press-kit • A branded package • Branded folders • A product press release (brochure) • Company’s history • Speakers’ expert profiles • A press release • A document containing a list of top managers’ commentaries as well as answers to the most frequently asked questions • Other presentation documents • A CD with all the text documents and product/speakers photos • Branded writing-pads and pens • Souvenir products (TBD) flashcards with fingerprints scanner
A List of Leading Business Media* *An advised list, is to be updated according to the preferences of the Client
A List of Leading Trade Media* *An expanded list, is to be updated according to the preferences of the Client
Further PR-support Hereafter the subscriber maintenance in a press-service mode is recommended : • Develop and distribute Company’s press releases to the target Media (at least 1 per month) • Select/emit information newsbreaks • Work out information materials (copywriting) • Organize and execute the events for Media (up to 1 per quarter): • Develop a subject and newsbreak of the event (jointly with the Client) • Develop a script of the event • Develop a list of target Media and personalized list of journalists to invite • Write and confirm a text of invitation and event announcement • Distribute an invitation on the personalized list, call up journalists in the purpose of sparking their interest in the event and preliminary accreditation • Work out a press-kit (create and confirm documents constituting the press-kit) • Accreditation and accompanying journalists in the course of the event • Provide a follow-up following the results of the event: call-up journalists, determine and spark editorial interests in the subject and speakers of the event, provide additional comments and Media outcome investigation • Provide a report, including a clipping of all the Media outcome • Develop and update a database of state Russian Media (quarterly) • Develop and update a database of target journalists in state Russian Media (quarterly) • Develop and maintain a pool of journalists loyal to the Company, work out a strategy on this pool constant maintenance • Executing a commentary program in the target Media (initiating expert comments of the Company’s top-management) • Consult the Company on Media relations issues • Provide a monthly statistics of the Client’s and its competitors’ mentioning in the target Media. A brief research of the results • Provide a monthly clipping of Media outcomes on the issues covered in previously distributed press releases (electronically)
Marriott-Aurora • Address: Petrovka St-Bld 11/20 • Centrally located in Moscow within walking distance to Red Square, the Kremlin and the Bolshoi Theat • The Hotel has 5 meeting rooms
Balchug • Address: Baltschug str. 1 • Hotel Baltschug Kempinski Moscow is situated in Moscow historic centre just minutes away from Kremlin. «Baltschug» was opened in 1992 and turned out to be the first 5-star hotel in Moscow. Baltschug Kempinski Moscow belongs to the Kempinski hotel group, the European oldest hotel network of a premium segment.. Bultschug was also the first to enter the «Leading hotels of the world» association. • The Hotel has 6 banquet and conference-halls for holding a conference.
President Hotel • Address: 24, B.Yakimanka Str • Belonging to the Department of Affairs of the President of the Russian Federation. The hotel was designated to provide the necessary conditions for the leadership of the CPSU and the highest structures of the Soviet State in their foreign policy activities. President Hotel (former Oktyabrskya Hotel) 17