New to the 2013 WESCO Racing Events Season!...2

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2 New to the 2013 WESCO Racing Events Season!....2 The 2013 WESCO Racing Events Program: An Overview What, Who, When, Where, How, Cost, and Goals Environment What Should I Do Before the Event? Branch Preparation Checklist Choose an Event Location Tasks of the Event Team Inviting Customers Customer Contacts Pre-show Steps Customer invitations, posters & passes What Should I Do on the Day of the Event? Event Day Checklist Setting up the Event Setting up the Supplier Graphic Displays. Customer Passes Shipping the Event Properties Return, Repair and Replacement Information Catering on a Budget Branch Quick-Start Guide

3 ALL suppliers participating in your event will be required to sign a commitment form and return to the Trade Show Specialist. Please note $1000 reimbursement will be delayed if commitment forms are not complete by day of event. Follow up with customers will take place once the event is over. This will include a thank you card for their attendance. A list of customers will be provided within a week of your event. Your Key WESCO Contacts WESCO Distribution, Inc. Suite W. Station Square Dr. Pittsburgh, PA Melissa Walker Trade Show Specialist (412) WESCO Distribution, Inc. Suite W. Station Square Dr. Pittsburgh, PA Erin Jedrek Trade Show Specialist (412)

4 What: Rev up your sales in 2013 by joining WESCO s pit crew at the traveling tailgates in over fifty WESCO locations throughout the United States. This event will be an interactive tailgate and trade show giving suppliers the opportunity to build strong rapport with WESCO customers through sharing product demonstrations, the latest and greatest in the industry solutions and services. This will all take place in a relaxed and memorable environment that is sure to increase your sales, strengthen existing relationships, and grow new relationships with current and potential customers. A 2013 WESCO racing event is the perfect opportunity to boost sales and educate customers and the Branch team about the broad set of products and services sold through WESCO. Use the event to increase your customer base and knowledge of our product offerings! The trade show portion of the event will be geared towards electrical, electromechanical, non-electrical MRO, datacom, physical security, utility, and services that help our customers improve productivity, reduce total cost, and create a safer work environment. Who: When: A WESCO Branch along with 20 to 25 suppliers will be participating in the execution of this event showcasing to key customers and prospects. The program will be made available to all WESCO Branches in the United States. All events will take place on Tuesdays starting February through December. Where: The event can take place at a Branch, key customer location, hotel, or conference space. How: Cost: Goals: Host Branches select 20 to 25 suppliers to participate in their tailgating event. Manufacturer representatives from those selected suppliers are then required to attend the event to educate customers on their products, conduct product demonstrations, and distribute marketing collateral. A cost of $400 per supplier, per event will be charged for their participation. 1. Build and grow strong relationships with current and potential WESCO Customers. 2. Grow immediate short-term and long-term sales. 3. Promote WESCO and our suppliers as leaders in electrical, datacom and general MRO products and services, continuing with safety, productivity and energy saving solutions. 3

5 Environment: These NASCAR themed events have been put into place to provide you with the opportunity to build and grow stronger relationships between suppliers and current and potential customers. At these events, all in attendance will enjoy classic tailgate games, delicious eats, and a trade show that will allow suppliers and Branch staff to build rapport with customers. We ask suppliers to provide learning opportunities and friendly competition at these events. These learning opportunities and friendly competitions will not only create more of a relaxed and enjoyable atmosphere, but also will increase booth traffic which in turn will lead to stronger relationships between our suppliers and customers. Please visit the website: 4

6 Branch Preparation Checklist: The following information will help you realize the potential of your event. Use this checklist as an idea starter. While the Trade Show team is here to assist, this is your event and its ultimate success is your responsibility. Choose an event location. The event can be located at your Branch, a customer site, a conference room, hotel, or other rental space. Schedule your event. Go to to schedule your event or contact Erin Jedrek at or Melissa Walker at Contact your local supplier representatives. You are to choose the suppliers that you want to attend your event. Invite them to participate and confirm the date, location, and set-up time. Suppliers, Regional Marketing Managers and Trade Show Specialists may also contact you to request supplier s participation in your event. All suppliers participating in your event will need to fill out a WESCO commitment form. This will be provided by your Trade Show Specialist. Fill out your Pre-show Steps spreadsheet. Your Trade Show Specialist will send out a spreadsheet via containing a request for your customer contact information, participating suppliers, event location, and time. Invite YOUR customers! The Trade Show team will send invitations to your customers once completed pre-show steps are received. This means inviting current customer contacts, other account contacts, and prospects. Spread the word at the Branch. Once you have chosen and confirmed your date, location, and suppliers, inform your Branch personnel about the event. Start incorporating the event planning process into your sales meetings and be sure all of your sales personnel are informing customers about the upcoming event. 5

7 Assemble an event team. Your event will require teamwork in the weeks to and the day of the event (page 8). Find a key contact (at your National Account location). If you plan to hold an event at a customer site, develop a relationship with a key customer contact. Possible contacts include the Facility/Plant Manager, Purchasing Manager, Facility Engineer, and/or Safety Engineer. This contact is critical to the success of your event. He or she can help with logistics, invitation lists, and other areas that require inside knowledge of the customer organization. Be sure to also make follow-up calls to customers in the days leading up to your event. The Trade Show team is standing by to help you, but YOU must make the effort to get people to the event. Order tables, chairs, food, and giveaway items! You will need to rent or provide standard 3 x 8 tables for the event setup. One table will be required for each supplier you select. Additional tables and chairs should be ordered for registration, entertainment, food and beverage service and dining. Please visit to order additional giveaway items. Branches will be responsible for ordering and serving food at their show. Food is an important draw and is required. The food selection is at your discretion; make sure you have purchased ice, utensils, plates, napkins, plastic tablecloths, and enough food for your customers and supplier representatives. A guideline for Catering on a Budget can be found on page 15. Make sure Branch is clean. Check to make sure burnt out lights are replaced, floors are swept, product is away, and other general housekeeping to ensure the Branch is presentable for the event. 6

8 Choose an Event Location: A 2013 WESCO racing event can be located at your Branch, a customer site, hotel, or other rental space. The following are items to consider regarding your choice of location. All Locations: Size: The floor layout requires approximately a 70 x 60 space. Note: If your space is smaller do not let this deter you from hosting an event. Contact your Trade Show Specialist to discuss options. Electric: Keep in mind some suppliers may need power at their table. Be prepared with extension cords. Other: Can you serve food in the room? Are there doors and storage room to accommodate the large shipping crates? Is there a shipping entrance near the room? If not, is there internal transport for the shipping crates? Is there adequate parking at the venue? Is the event near the Branch and local industrial/construction areas for easy access to customers? Branch Events: The area must be cleaned sufficiently for the event. Will the event disrupt other Branch operations? Is there adequate heating/cooling? On-site at a Customer Location: What security is involved? Will this add to the set up time? What are the best times of day to hold the site? Over shift changes? Hotel or Other Space: What other events are scheduled for the same time? Will they be disruptive? Will the hotel provide conference tables? 7

9 Tasks of the Event Team: Your event will require teamwork on and to the day of the event. The team should know his or her responsibilities at least 6 weeks to the event. Title Event Coordinator (if other than yourself) Food, Prep, and Giveaway Coordinator Setup Crew Cleanup Crew Responsibilities Supervise all members of the team and serve as the main contact for the Trade Show Specialist. Will ultimately be responsible for the coordination of the event. Ensure all parties (both suppliers and customers) have the correct date and time of the event, as well as correct directions to location. Provide customer database for mailing invitations. Responsible for all pre-event planning, ordering, and logistics of all food served at the event as well as tables and chairs. Also responsible for ordering any additional giveaways at the event (i.e. mugs, t-shirts, etc.) Consists of two people responsible for assisting the Trade Show Specialist to ensure a timely setup of all event materials. Consists of two or three people responsible for the safe and efficient teardown of event properties. Planning: Setup: A conference call with the Trade Show Specialist can be held before your event to discuss logistics, but is not required. Make a point to follow-up with local supplier representatives to confirm their availability and participation. Enlist your team to help follow-up with customers who have been invited to the event. Your Trade Show Specialist will primarily set up the event with help from an additional two people from the Branch. Event set up will take approximately two hours. The event team should greet suppliers, prep food area, and assist where needed. Place food at the end of the event area to ensure customers visit suppliers. Where will customers be entering? What will they see first? During the Event: Your Trade Show Specialist will greet customers, make sure they register and are entered in the grand prize drawing. Event team should welcome customers and introduce to supplier representatives. After the Event: Teardown will take place immediately following the end of the event. Make sure items are packed carefully. The Branch will be responsible for any damage when the crates reach the next location. Ship properties to next location per Trade Show Specialist. 8

10 Inviting Customers: To make this event a success you should invite as many customers and prospects as possible. Your Trade Show Specialist is standing by to help you, but YOU must make the effort to get customers to the event. Think Beyond Your Regular Contacts: All customer contacts that influence the purchase of electrical supplies should be considered for invitation to your event. Be sure to include everyone from the person who signs the purchase orders to the line worker who has no direct purchasing power, but may spot an application for a product he or she sees at your event. When developing your prospect and customer invitee list, consider these contacts: President or Division General Manager VP/Director of Purchasing Buyers VP/Director of Plant Engineering Plant Engineers (Electrical, Mechanical, Instrumentation, HVAC) Subcontractors (System Integrators, Subcontractors Electrical, OEM Equipment Suppliers) VP/Director of Operations VP/Director of Safety Plant Manager Facility Manager Safety Manager Maintenance: Carpenters Electricians Facility Maintenance Groundskeepers HVAC Housekeeping Machine Repair Mechanics Millwrights Planners Plumbers Shop workers Purchasing: Agents Buyers Materials Managers Production: Managers / Supervisors 9

11 Submitting your Pre-show Steps spreadsheet: Your Trade Show Specialist will send out a spreadsheet via approximately 4-6 weeks to your event. This will contain a request for customer contact information, participating suppliers, event location, and time. Instructions for filling out this spreadsheet will be in the body of the . Customer Invitation: An invitation will be mailed to each customer contact provided. These will be sent approximately one month to your event. Below is a sample of the invitation. Posters: Will be sent out via in a pdf and jpg format, hard copies are available upon request. Customer Passes: As customers visit with suppliers, they will initial their passes, indicating that they have stopped at that supplier booth. This ensures that customers speak with ALL suppliers present. This will be used at the completion of the event and for the grand prize drawing. 10

12 Event Day Checklist: Pick up the food and rental tables. Ensure that you have purchased utensils, plates, napkins, tablecloths, and enough food for all your customers, Branch staff and supplier representatives. Setup begins two hours to the event time. Please wait for your Trade Show Specialist to arrive before setting up any display properties. Set up the supplier and food tables. Greet supplier representatives. Approximately one half hour before event time, WESCO personnel and all suppliers will meet to discuss how the event will run. Greet customers. Be sure that they sign-in and feel welcome at your event. Collect customer sign-in cards to enter them into the grand prize drawing! Customers will have to visit each booth and then hand in their cards at the registration table in order to be eligible for the grand prize drawing. Debrief with supplier representatives and/or National Account Managers at the end of the event. This is the best way for you to gather leads and form a plan to followup on all customer requests. Ship the booth. You are responsible for shipping the booth to its next destination. Your Trade Show Specialist will give you an address and arrival date to send the properties to the next location. 11

13 Setting Up the Event: 1. Place the WESCO registration table at a location most visible to customers entering the event. 2. Set up the suppliers tables. Supplier representatives will need to work from the front of the table, the tables should be placed against the wall or warehouse rack to allow plenty of room for customers to walk in front of the tables. 3. Set up food tables in a way that allows for customers to speak with suppliers before reaching the dining area. 4. Your Trade Show Specialist will set up all of the displays with the help of other Branch staff. PLEASE wait until the Specialist arrives at the Branch to begin set up. 5. Prep the tables for food. Make sure you have ice, napkins, plates, etc. 6. Run power cords and surge strips to the appropriate booths (mostly lighting suppliers). Check with suppliers as they enter to see whether they need power for their products. 7. Move the crates away from the event floor and put your WESCO personnel and suppliers in place. Setting Up the Supplier Graphic Displays: Supplier tables consist of a standard 3 x 8 conference table with a throw cover and a graphic display, which are provided at each event. Please note that suppliers are able to use their own table throws. Local supplier representatives attending an event are responsible for providing any demo products, literature, giveaway items, and interactive product demonstrations. Each supplier s key contact has worked with WESCO Marketing to develop a customized graphic display promoting their products and/or services. 12

14 Shipping the Event Properties: Your Trade Show Specialist will provide you with shipping information so that labels and paperwork can be made for the properties. Return, Repair and Replacement Information: You are responsible for the safe holding and return of the WESCO event properties. To avoid costly charges to your budget, please make sure that all items you receive with the event properties are returned in the condition received. 1. Total replacement cost of a lost tabletop display is $2,000. Parts not returned or broken will be charged individually. It is not the Trade Show Specialist s responsibility to track down omitted items unless an entire case(s) is missing. 2. Each case has a list of contents stenciled on the lid; check it personally before the case is shipped to its next destination. 3. Supervise all contracted service personnel during installation, dismantle, and packing. Any necessary repairs to an exhibit will be assessed and quoted according to damage and/or replacement parts necessary. Inquires: call Evie Berry at Czarnowski at (412)

15 Whether it's a counter day, open house, holiday gathering, meeting, or office party, they all have one thing in common serving food is an absolute must! This guide will provide moneysaving tips and creative catering ideas to ensure that even the most inexperienced event planner can create a professional, affordable, and delicious culinary presentation. When planning your event, allow at least three weeks to coordinate all food-related tasks: Delegate one person to coordinate all food-related activities. Assemble a support team to help the coordinator get the job done. Decide whether you d like to serve a hot or cold lunch. Set a working menu. Visit local warehouse clubs and grocery stores to research prices on your main course and desserts. Beverages - Trim your food bill considerably by serving dispenser drinks (for pennies per serving) rather than individual cans of soda. Purchase non-perishable snacks and beverages. Place special orders no less than one week in advance of your event. Don t forget to buy extra ice, cups, napkins, plates, silverware, and tablecloths! These necessary supplies can always be reused at future events or returned if unused. Creative Cuisine There are ways to cut corners on food without looking like you're skimping. Hiring a professional to cater your event makes planning easy, but is very expensive. An equally professional presentation can be achieved by shopping at local warehouse clubs, super centers, and grocery stores. Professional Catering If you do decide to hire a professional caterer, use the following simple cost-saving strategies to help you get the most for your food and beverage dollars: Work with a chef to take advantage of bulk prices. Never accept banquet menus as printed. Typically they can be changed. Purchase food and beverage items on a consumption basis versus a per person charge. 14

16 TASK Choose a location and identify an Event Coordinator DUE DATE 8 weeks DATE TO BE COMPLETED PERSON ASSIGNED Choose suppliers and share event details with them 6 weeks Send completed pre-show steps spreadsheet to Trade Show Specialist Assemble your employee event team and go over responsibilities 5 weeks 4 weeks Order food and rent tables/chairs 4 weeks If you are having an event at a customer location, make sure all security measures are taken care of Re-contact both suppliers and customers to personally invite them 4 weeks 3 weeks Clean Branch and Warehouse 1 week Call customers to remind them of the event Week of event Ensure event properties have arrived 2 days Pick-up rental tables, chairs, food, etc. and begin setting up event Day of event Prep crates for outbound shipment Day of event 15

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