BTS Business/Startup/SME/Institution Event Management Services

  • Brand Introduction
  • Brand Regional/Local Area Introduction
  • Product Demo & Launch
  • Channel Partner
  • Dealer Meet
  • Franchise Meet
  • Mini Industry Conferences
  • Customer Appreciation/Grievance Redressal
  • Seasonal Offer & Customer Engagement
  • Public Relations
  • Press Release
  • Press Conference
  • Webinar
  • Brand Awareness Workshop
  • Brand Community Engagement
  • Sponsor-based Industry Engagement
  • Investor Relationship
  • Industry Future & Innovation Awareness
  • Brand Future Awareness
  • Regional Roadshows
  • Influencer Meet-and-Greets
  • Community Engagement Meets

To this end, we invite sponsors and event partners to support our efforts, and more importantly, request businesses, SMEs, and Startups to use our Event Management services.

BTS Communication & Events Management Process

By The Startups community has tied up with Odea Development’s Event & Social Media team for all event management processes for startups, small businesses, SMEs, MSMEs, and institutions. We follow an extensive 7-step framework intended to facilitate the planning, organization, and execution of events. We include a sequence of methodical steps that ensure every detail of an event is carefully overseen — from its beginning to its conclusion. Please note that we currently create, tailor, and manage only knowledge-based events.

Our 7-step process is a fundamental tool in providing a systematic approach, allowing us to coordinate resources, manage schedules, fulfill the event’s goals, present guidelines and boundaries, help optimize operations, mitigate risks, and produce successful, memorable events. It acts as a framework that guarantees the objectives and expectations of both stakeholders and attendees are met satisfactorily.

Step 1: Establish our Event Goals & Objectives
Clear objectives serve as the foundation for successful event planning. When there are no defined goals, it becomes difficult to assess success or ascertain whether all efforts are coordinated. We begin by comprehending the primary purpose of the event, the target audience, and the aspirations of stakeholders.

Identify the event’s purpose: We ascertain the principal reason for organizing the event, whether it is to educate, promote, or fulfill another objective.

Set measurable objectives: Formulate specific, quantifiable targets to monitor progress and evaluate success.

Align your event with overarching organizational goals: Rest assured, we work towards the synchronization of the event with the broader mission and vision.

Step 2: Organize our Team

We gather a proficient team to address all facets of the event planning process. Our well-organized team can manage multiple tasks and guarantee that everything operates seamlessly. We clearly outline roles and create a robust communication strategy to ensure everyone is on the same page.

Define roles & responsibilities: We allocate specific roles to team members to prevent overlap and confusion.

Establish a team communication plan:  We organize regular meetings and communication channels to ensure all members are informed and aligned.

Utilize team strengths & expertise: We capitalize on our team’s distinct skills and knowledge to enhance planning and execution.

Step 3: Establish a Budget

A comprehensive budget is essential to prevent overspending. A thoughtfully constructed budget facilitates the proper allocation of resources and prepares for unforeseen expenses. This serves as the financial guide for the entire event.

Estimate expenses: We accurately forecast all possible costs to avert budget deficits.

Prepare for contingencies: We set aside funds for unexpected expenses to avoid financial surprises.

Monitor expenses carefully:  We maintain vigilant oversight of spending to remain within budget and make adjustments as necessary.

Step 4: Select Your Event Date & Venue

We help choose an appropriate venue and date based on the event’s objectives and the availability of the target audience. Our team reviews the details of the venue to confirm that it is both convenient as well as appropriate for the nature of the event.

Ensure alignment of date & venue availability with event objectives: The selected date and venue should enhance the purpose and goals of the event.

Assure convenience & accessibility for attendees: We always opt for a venue that is easily reachable for participants and meets their requirements.

Negotiate terms &  secure the venue: We finalize the venue agreement to confirm your chosen location and date.

Step 5: Plan Event Details

Outline the event ahead of time to ensure everything runs smoothly. We pay attention to details that will significantly impact the event’s success.

Coordinate vendors & suppliers: We work closely with those providing services and products for the event to ensure timely delivery and quality.

Finalize the event program &  schedule: We create a detailed agenda to keep the event on track and activities well-organized.

Address technical requirements &  logistics: We ensure all technical aspects, such as AV equipment and internet connectivity, are secured and will have on-site assistance to address malfunctions.

Step 6: Market & Promote the Event

Spend time generating excitement for the event. Our team formulates a detailed marketing strategy that employs various channels to connect with the target audience and spark interest.

Develop a marketing plan & promotional materials: We create a marketing strategy that outlines your target audience, event messaging, the channels you will utilize to reach your intended audience, and the promotional materials you will employ.

Leverage social media & digital marketing: We deploy online platforms to foster enthusiasm and interact with potential attendees, building excitement and anticipation.

Engage potential attendees through outreach: We connect with stakeholders, attendees, and prospective participants to cultivate interest and promote attendance. Most of our participants are likely active on corporate social media, so consider inviting relevant individuals through effective outreach digital tools.

Step 7: Implement & Supervise the Event

On the day of the event, we remain adaptable and proactive in addressing any issues that may arise. Successful execution requires monitoring the setup, coordinating the team, and managing unforeseen challenges. This is where all the prior preparation proves beneficial to ensure everything proceeds as planned.

Supervise event setup & coordination: We confirm that all components are in place and operating as expected, including technical arrangements and other logistical elements.

Manage personnel & volunteers: We keep our team organized and inspired to perform tasks effectively and resolve any problems that may occur.

Address unexpected challenges and troubleshooting: We’re ready to tackle issues swiftly and efficiently.