A roadshow is a promotional tour with, for example, shows, animations and / or products demonstration. A commercial roadshow is used by a Brand or company for a product launch or to get closer to targeted consumers. The roadshow, because it is a “field” operation, is a must to generate a real engagement by creating a real proximity between the brand and its audience.
1. Define the objectives of the roadshow Just as there is no marketing strategy without objective, there is no roadshow without goals to achieve. A roadshow is a marketing operation and so requires first to fix and plan clear objectives. It can be to promote a new product or service, to generate visibility for the company, to consolidate its brand image, to increase its income as well. Without clear KPIs, impossible to elaborate the right targets, concepts, designs, contents, measurement tools, etc. The organization of the roadshow depend directly on these objectives. Without objectives, in a world, it means to through the money by the windows.
2. Establish a reverse schedule The creation of a back-planning allows to set the rhythm of the roadshow, that is to say to plan before:
duration of the operation;
deadlines for contacting participants (salespeople, partners, sponsors);
the key elements of the roadshow (Concepts, contents, strategy, schedules and dates, locations, activities / demonstrations…);
Selection and preparation of visual, graphics, supports;
Production time, select, quote and contract the different vendors, staffs, accommodation and transportation booking
All these elements must be defined according to anticipated duration of the roadshow, budgets, objectives and message.
How to organize a successful roadshow Tour
The Road-Book, organization companion: Once established, the reverse-schedule makes possible to develop a more precise “road-book”, which lists the missions assigned to the sales teams, draws a step-by-step itinerary (dates, places, times), and groups together the information; as very useful reference to for all involved once there (maps, contacts, schedules, etc.).
Organization and logistics: The Production is an essential step in the preparation of a roadshow. It means, from the back-planning and the logbook, to select the staff and assign the teams according to the different missions and locations; to foresee the necessary time for production for each location (displacements, setup and dismantle, promotion, etc.), Has also to be considered essential details as the ideal period (seasons, holidays, etc.)
Anticipate risks: Logistics also integrates local matters as issues, technical needs and specific constraints: – Suitable sites for the desired events, the objectives to be achieved and the type of public invited; – Get all necessary administrative authorizations from the concerned authorities, landlords, etc.; – Arrangements relating to possible participation in trade fairs; – Organization of the logistic of the tour: accommodation for staffs, catering, travel, security, etc.
Communicate before and during the tour To be successful, a roadshow must be expected by audiences and so announced. A global communication strategy must be planned before but also during the roadshow, at 3 levels:
– By identifying the medias to invite at each location (inviting local journalists, contacting influencers, experts and bloggers who live in the area).
– By choosing communication medias that make sense according the goals, before and during the tour; i.e.: dedicated website with information posted at regular intervals, press releases, teasing operations on social networks, POS, signage, vehicle wrapping. – By relaying information throughout the tour, via website updates, blog articles and social media posts. This makes it possible to bring the event to life for those who do not attend it directly, and make them future guests want to attend. This communication strategy must aim to generate maximum visibility and be in line with the message to be conveyed.
Regular survey and report: Finally, it is essential to setup a regular reporting once the Roadshow tour has started, with appropriate communication relays and supervisors. The goal is to allow the company to be informed, in real time, of the progress of the event at each location, eventually adapt strategy accordingly, and survey the media impact that results from it.
Evaluate: You have to keep in mind that the roadshow remains above all a marketing tool which required some budget investments. Like any marketing campaign, it must be subject to regular evaluations and appropriate corrections. So, the nature of the event, the communication supports, even the style of animations and demonstrations can evolve according to make the objectives reached or not.
Setting up a marketing roadshow therefore requires careful and thigh preparation. It’s the main key of success !
Other Key of success
Eyes Catching and attractive: A roadshow it for the brand to to go and meet their audience. The design and the concept is the show room of the brand itself and so its own image. Audiences will keep in mind the feeling of it. The roadshow exhibition can be fun, luxury, technical, entertaining, educative, whatever but its required for the Brand to expose itself at is best according its style and message.
Experience and added value: Bring the product to customers for them to see it is one thing, but engaging them to become your best ambassador and promoter is another. Today’s market want experience! It means that they want to have a reason to remember this moment as unique. Facing the high marketing and advertisement solicitations customers have to stand everyday, it takes particularly strong concepts to be emotional connected. Too many brands keeps the same old recipes of no value goodies, not motivating small discounts, sexy girls and big logos. Nowadays, audiences want more, they want to experience unique, something very special that they might see again, something with value. Beside what technologies can bring to an event, the brand has to think how to show about her values, social engagements, corporate culture, etc. So, the customer will then be glad to connect to the brand by sharing its values.
Fast setup/dismantle systems: Being on tour is running against the time. Faster it is to setup and dismantle, less it cost. A Mobile Spaces specialist is experienced with fast assembling systems and know which are the best solutions for the project. when comes the time to move from one location to another, there is no time to waste by spending days and days to install and dismantle. The right systems ensure a proper installation every time; it save big on time, labour, transportation, accommodations, safety storage and more. And as time is money, it protect the budget. Moreover, this types of systems being designed to be assembled many time, they are much more durable and liable than any standard other.
Durability, Liability: Small or big, a roadshow is always very tough with the team and equipment. Install/uninstall, stand the the crowd, store, transport and carry a such numbers of time is absolutely destructive for material not designed for such use. Many exhibition booths will not stand more than few events and brands have often to invest in 2 or more additional ones, of course mostly not planned in the budgets. Experienced vendor knows which design, equipment, manufacturing material it takes to make it works for long and eliminate numbers source of problems.
Experienced Team: A road show might easily be very complex to organized. Because of the numbered destinations, the logistic problems are multiplied as much and will make dealing with a lot of unexpected issues. Then, experience is essential to anticipate failure and budget explosions from planning, concept, style, animation, visual, marketing-sales staffs to successful delivery.
To organize a promotional roadshow is much more difficult than it appears. Lack of strategy and creative thinking, numerous logistic constraints, last minute preparation, many factors increase the risks of failure. A successful Tour which engage required to invest the right level of budgets, wise is to hire the right partner who can both advise and provide systems and solutions able to answer to the constraints.
Creativ’ International and Domeo offer adapted global solutions to roadshow producers, event agencies, brands and clients. Thanks to exclusive equipment and dedicated systems, thanks to long field experience in event industry, we accompany projects to make sure of the best impact and then top Return on Investments.