Customer Appreciation Conference

Organizing customer conferences and seminars, like other events, always needs a professional and methodical customer conference organization process. If this process is not established, it will not be clear in each stage and the work to be done. Making it difficult to organize and not achieve the highest efficiency. Hoang Sa Viet Media Company is a unit with more than 10 years of experience in the field of event organization. We would like to suggest you a professional conference and seminar organization process for your reference in order to prepare for implementation in the most thoughtful way.

How to organize a professional client conference

✅Determine the goal of the program?

To clarify this content, businesses need to determine from the beginning who they are targeting? With what meaning? What are the benefits after the organization? Usually, each business has different orientations about the goals of PR and marketing activities in it. Normally, the organization of customer conferences usually aims to achieve 3 purposes:

• To create opportunities to strengthen the reputation with customers, partners and promote the brand. The gratitude program is also a convenient opportunity for businesses to show their gratitude to the groups and individuals who have supported during the past time.
• To send new messages about products, promotions, incentives, gifts of businesses to customers.
• In order to strengthen the partnership: "It is not wrong to be satisfied with reciprocity", the grandparents said. The customer conference is an opportunity for businesses to express their gratitude to their partners - friends who have suffered together in the marketplace, overcoming difficulties together to achieve success. Through that, businesses also established extensive diplomatic relations, promising business cooperation.

✅Choose a suitable location and time for organizing and welcoming guests

The right space and time not only creates comfort for the organizer but also for the guests to easily arrange their work. You should look for event centers that are convenient to the company's and customers' travel routes. Below is a list of indoor and outdoor event centers listed by us for your reference.

List of indoor event centers:

• InterContinental Saigon
• Novotel Saigon center
• Eastin Grand hotel Saigon
• Merperle Crystal Palace
• Liberty Center Saigon River Side
• Athena hotel
• Sofitel Saigon plaza
• Pergola Saigon
• Gem center
• White Place
• Sheraton Saigon

List of outdoor event centers

• Van Thanh tourist park
• Thao Dien Village
• Binh Quoi tourist area
• Villa Saigon River
• Continental hotel
• Binh An village Saigon
• Golden Deer Food Garden
• Le Jadin palace
• Park royal
• Lan Anh village
• East Lake Eden

✅Apply for a license to organize conferences and seminars

In order to be able to organize a conference, the organizer must obtain permission from the competent authority, shown in the conference organization license. Therefore, the current law has stipulated the procedure for applying for a conference permit, depending on the type of conference on the nature and purpose of the organization, with specific regulations in each locality according to the regulations. general motif, granted by the Department of Culture - Sports - Tourism. However, this work often takes a long time, so you should hire a professional unit to support the procedure to get a license as quickly as possible. The preparation of the application file for permission includes the following documents:
An application for permission to organize a conference, clearly stating: The topic of the conference or seminar. Time and place of the event. Moderator: Full name, title. Presenter: Full name, title. Composition, participants. (attach)
If the event organizer is authorized to organize the Conference, the Conference must have a power of attorney.
Business registration license of the Company, Unit.
Except for the study abroad seminar, some programs need to provide additional program content and guest list.

✅Content and detailed scripting

The detailed scenario is the main content of the entire event. What affects the success of the client conference process the most. The script should include all the necessary equipment, repertoire, personnel assignment, specific time, as well as risks to avoid, etc. The more specific, the easier it is to implement.

✅Send invitations to customers

The next customer conference process is the sending of invitations. Invitation is not just to announce the place and time. It also shows the respect of the organizers to the guests. Invitations should be sent out early, at least 2 weeks before the event is held. For guests to confirm and easily prepare food, drinks, seats, etc.

✅Necessary equipment and personnel for the event

A conference or seminar event customers need a lot of items, depending on the size of each event, you can choose the necessary and most suitable equipment for your event listed below. :

MAIN AREA OF CONFERENCE - WORKSHOP

• Sound system for conference events: See details

• Lighting system for conference events, seminars: View details

• Background chủ đề chương trình (backdrop, LED screen): Xem chi tiết

• Sân khấu chính cho chương trình: Xem chi tiết

• Nhà bạt (nếu sự kiện làm ngoài trời): Xem chi tiết

• Bàn ghế dành cho đại biểu: Xem chi tiết bàn đại biểu, ghế đại biểu

• Bàn ghế dành cho đại biểu VIP: Xem chi tiết bàn đại biểu VIP, ghế đại biểu VIP

• Trang trí không gian sự kiện (trang trí nhà bạt, tiểu cảnh, cờ phướn, banner, bóng bay, khí cầu...): Xem chi tiết

• Thảm trải sàn và trải lối đi: Xem chi tiết

• Bục phát biểu có hoa tươi và có logo nhận diện thương hiệu: Xem chi tiết

• Pháo kim tuyến hoặc máy hiệu ứng (pháo lửa... phục vụ văn nghệ, tôn vinh): Xem chi tiết

• Rượu champagne cho cho chương trình tri ân, tôn vinh: Xem chi tiết

• Tiệc trà, teabreak (nếu đón khách vào buổi sáng)

• Tiệc mặn chiêu đãi khách (nếu có)

KHU VỰC CỔNG CHÀO ĐÓN KHÁCH

• Trang trí decor cổng chào đón khách: Xem chi tiết

• Bàn lễ tân đón khách: Xem chi tiết

• Dù che cho lễ tân đón khách: Xem chi tiết

• Hoa cài áo: Xem chi tiết

• Thảm trải lối đi: Xem chi tiết

• Trụ barier dẫn đường vào trung tâm sự kiện: Xem chi tiết

KHU VỰC CHỤP HÌNH LƯU NIỆM (PHOTO BOOTH)

• Background dành cho chụp hình lưu niệm: Xem chi tiết

• Sàn đứng chụp hình (sàn photo booth): Xem chi tiết

• Ánh sáng hỗ trợ quay phim, chụp hình (nếu cần): Xem chi tiết

• Trang trí tiểu cảnh khu chụp hình: Xem chi tiết

NHÂN SỰ PHỤC VỤ SỰ KIỆN

• MC dẫn chương trình sự kiện khai trương, khánh thành chuyên nghiệp: Xem chi tiết

• Tiết mục múa chào mừng mở màn hội nghị tri ân khách hàng: Xem chi tiết

• Event singer: View details

• The dragon lion team creates a fun atmosphere and attracts guests: See details

• PG and the reception staff welcome guests: See details

• Filming and photography team: See details

• Security team, parking, security, order...

✅Run and monitor the program

When everything is well prepared, running the program requires a main supervisor. This is the most important person for the party. The manager will be the person who watches the event every moment. In it, they can coordinate other personnel to make the program run in a professional manner.
For example: When the director is about to speak, if there is a podium, there should be 2 people in charge of carrying the podium to a pre-determined position. In case the coordination is not smooth, the image of the program will be updated and unprofessional.
When there is a general manager of the program, that person will assign tasks to other members of the organizing committee to take on other tasks such as: food, decoration, music, reception. customers, or in charge of handling problems that arise…

✅Customer care after the end of the program

Customer care is the most important step after every event. It will let businesses know if their conference has achieved its stated purpose or not.
Above all, this is also an opportunity to show your care to customers. Affirm the image and impression of the business to attract customers later.
Above is the preparation for organizing the customer conference in the most complete way. Hoang Sa Viet Media would like to share with you for your reference. We look forward to accompanying you in organizing customer conferences for your business.

Let this customer conference process be realized by Hoang Sa Viet Media ; with their intuitive experiences. We, the professional event organizers; ready to accompany businesses in all big and small events, at home and abroad.