agm2015 - event doc
TRANSCRIPT
Strictly Private and Confidential
Annual General Meeting
Event : AGM
LOB: Corporate
Approvers: Tarun Khurana
Overall Project Manager: Bhavisha Jogi
July 13, 2015
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Index
Sr. No. Particulars Slide No.
1 Project Overview 3
2 AGM activities 4
3 AGM 5
4 Collaterals for AGM 6
5 Advertising 7
6 Media Plan 9
7 Social Media update 10
8 Event Flow 11
9 Overall Budget 12
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Objective: Create awareness for the following Promote better understanding of the performance of the company and its future plans. It also gives the
opportunity for the TA to interact with the Board of Directors directly.
An AGM is held every year to elect the Directors and inform members of previous and future activities. It is an opportunity for the shareholders and partners to receive copies of the company's accounts as well as reviewing fiscal information for the past year and asking any questions regarding the directions the business will take in the future.
Target Audience: Stakeholders
Shareholders
Employees
Investors
Business Stakeholders:
SPOC: Tarun Khurana
Approvers: Tarun Khurana
Project Overview: Annual General Meeting
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AGM activities
Sr. No.
Activity Description Status Responsibility
1 Event Collaterals Backdrop, Standee, Signage's, Name Tags & Food Coupons
Done Bhavisha & Rajesh
2 AGM Lunch followed by Hi Tea Done Bhavisha & Rajesh
3 PR Electronic and print event coverage
Done Revathi
4 Advertising Print ad Done Ankit
5 Social Media Update on Twitter & LinkedIn Launch update done, Final update after event
Bhavisha & Rajesh
5
Activity: Conference followed by Lunch Box Date: July 21, 2015.
Venue: Edelweiss House, Audi
Pax: 100
Time: 3PM to 6PM
AGM
Elements Timelines Responsibility Update
Name & logo Done Bhavisha & Rajesh Done
Event check list Done Bhavisha & Rajesh Done
Invitation confirmation 17th July, 2015 Tarun Khurana & Team Done
Event requirements and collaterals 15th July, 2015 Bhavisha & Rajesh Done
Setup cost approval 18th July, 2015 Tarun Khurana Done
Collaterals artwork 19th July, 2015 Bhavisha & Rajesh Done
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Collaterals for Conference
Advertising
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• Q1 FY16 UFR Ad will get published in Free Press Journal & Navshakti on Wednesday, July 22, 2015.
• Friday 17 July: present first draft advt and media plan
• Parties Involved:• F&A Team – Manjeet Bijlani (For approval on cost and artwork)• Media Agency (Mediacom) – Ian Menezes• M&C Team – Ankit Chothani, Vijay Sonawdekar
• Process: • Coordinating with the F&A Team to get the draft excel to create the Ad layout• Details including – Draft Ad layout, Ad size, Ad type, entity, publication details, edition, date of
release, etc. is shared with Mediacom to procure the media plan• Media plan along with draft ad layout is shared with F&A (Manjeet) for approval• The approval is given to mediacom and the ad space is blocked• On the day of results, F&A shares the final numbers, Vijay creates the final ad which is shared with
the F&A team for final approval• Changes, if any are made and the ad with mediacom is shared post final approval from Manjeet• Coordinate with Vijay Shelar to procure 5 copies each of Free Press Journal and Navshakti, of which
one is kept by M&C team for records and the rest are shared with Manjeet (F&A Team)
• Note:• Every Quarter, Notice ads are published only for EFSL and not for other entities• Creative Results Ad is not published for Q1 results. Only if resuts are very good we have creative
advts. Infromed by Shanbam and….• Manjeet will share the draft excel by today evening, media plan will be procured and shared with
Manjeet for approval by Friday
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Print Ad
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Public Relations : Media Plan
Simulcast with Electronic media at 2:15 p.m.
Rashesh Shah one-on-one with ET Now at 2:30 p.m.
Press Release dissemination to Print media/ wires/online media/electronic media
One-on-one with key print media/wires between 5:30 and 6:30 p.m.ET/Mint( to be confirmed)
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MEDIA COVERAGE
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Social Media updates
12
Costing for AGM conference
Particulars Amount
Lunch Boxes 12000
Event collaterals 10000
Advertising 88420
Event Cost 32000
Total 142420