Top Trader Event Guide
A Top Traders function is put on by a Bartercard Franchise to recognise Top Traders and is
generally held every 2 or 3 months at a Bartercard restaurant. These events are designed to
reward your highest Trade Volume Traders – that is, the top 10-15% of your member base who
has traded sales and purchases at a high level.
Information is gathered from the weekly TCO reports and general comments and feelings from
the TCOs. Members to be invited are selected by their Trade Co-ordinator with the decision
based on:
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Fair and courteous trader
Good fee generation and payment history
Good ambassador of Bartercard
Most number of successful referrals
Largest number of transactions
Trades well, both in sales and purchases
The objectives of the lunch are as follows:
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To recognise and reward the Top Traders of the franchise
To network members to increase trading opportunities
To get Top Traders to meet the franchisees and other franchise staff
To educate Top Traders about the many additional ways Bartercard can work for their
business
The event should always have an agenda and a designated finishing time. The agenda may
include a guest speaker, presentation of awards if applicable or gold/platinum card presentation,
swapping seats between courses, games and the usual business description by each member
around the table.
Annual Super Luncheon or Awards Night
This type of function has the same focus as a Top Trader Luncheon but it is a once yearly semiformal event held at a prestigious venue, preferably on Trade. It may be held in conjunction
with neighbouring Franchises to help cut costs enabling a first class luncheon or dinner. The
attendees and their partners are selected by Trade Volume reaching a preselected amount by
the franchisee as well as those members who fall into special award categories. Trade Coordinators are responsible for listing those to attend.
Top Trader Event Time Frames
4 weeks before an event
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Confirm the date
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Organise Bartercard venue / catering (food and drinks on full Trade). Is there a
microphone and P.A. system? Have sample menus faxed through to determine the
menu for the event. Confirm numbers closer to the event.
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The Trading Manager to work with the TCOs to determine the invitation list
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Gather stats from National Office
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The Trading Manager to organise which TCOs will be attending and ask them to speak
on any relevant topics required
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Invite guest speakers, Bartercard ambassador, Real Estate etc.
3 weeks before an event
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Create an invitation and mail out. Invitation is to include a contact name and number so
the member can phone in their RSVP (Please see the Extranet for templates)
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Arrange/order trophies and/or awards
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Keep a list of all members who are sent invitations so you can mark off who will and
won’t be attending
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Organise the agenda with the Trading Manager
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Type up menus to be put at each setting on the table
2 weeks before an event
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Organise member prizes for any games or business card draws
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Put together ‘Goodie bags’ if these will be used, e.g. Bartercard promotional info, Tourist
Guides, member brochures, current e-traders etc.
1 week before an event
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TCOs to contact any members who have not yet RSVP’d
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Visit the restaurant to organise the seating arrangements and where the banners will be
placed. Also check if a microphone and PA system is required.
2-3 days before an event
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Discuss strategies to get particular members together at the event to generate trading,
e.g. have members move seats after the main meal to sit with someone new
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Organise anything required by the Trading Manager (refer to the Agenda) if there are
any games etc.
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Call all members who will be attending and remind them to bring business cards and
brochures
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Produce name badges for all members (first name and company name) – also have
some spare name badges and labels on hand
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Organise a camera for photos at the event
Day of the event
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Place name badges and menus on tables as per seating arrangements
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Place banners in designated places
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Make sure a camera is at the event and confirm who is responsible for taking photos
After the event
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Rehash in the next weekly meeting and make note of what worked and any
recommendations for suggested improvements for future functions
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Acknowledge award winners in E-Trader
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Call members and ask for feedback
Top Trader Event Checklist
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Organise a restaurant you will be attending on Trade
Ask them to fax through menus for organisation of lunch or set menu
Ask TCOs for five Top Traders each
Create invitations and mail out or email out – available on the Extranet
Keep a list of the members so you can record who and who will not be attending
Organise trophies and/or awards
Organise guest speakers
Organise which TCOs will be attending
Organise agenda for the day
Create name badges (first name and company name) – also have some spare name
badges and labels on hand
Organise games and prizes (if applicable)
Visit restaurant and organise seating and where banners will be displayed
Organise franchise camera
Venue Booked: _______________________________________________________________
Venue Booking Confirmed:
Yes
No
Total Number of People Confirmed as Attending:
Trophy Ordered:
Yes
______________________________
No
Date Ordered
____________
Trophy Ordered With: _______________________________________________________
Courier Bringing Trophy:
____________________________________________________
Invitations Designed: _________________________________________________________
Invitations Faxed:
Yes
Decorations Ordered:
MC Booked & Who:
Yes
No
Date __________________
No
_________________________________________________________
Menus Typed:
Yes
No
Name Tags Produced:
Yes
No
Place Cards:
Yes
No
Goodie Bags and/or Place Setting Gifts: _________________________________________
Guest Speaker: ____________________________________________________________
TCOs to Attend: ____________________________________________________________