Spring Into Action With American Modern Insurance Group Let us help you GROW your business The components of my event: • Event: My event will be a “Roundtable” event. A Roundtable event is a way to pull my accounts agents together and provide them detailed information on my company’s products. In addition, its purpose is to present this material in a fun and interactive way. • Purpose/Goal: Is to increase production of the agents located in Virginia and increase American Modern’s market share in the state with a particular partner • Theme: Will be the season of Spring • Slogan: Spring into action with American Modern – Let us help you GROW your business. 2 April 26, 2015 Footer text here The Checklist: Organize a team - Team is Jayme & Dawn along with five associates (picked by Jayme) Jayme will get the volunteers to use for the table captains and ensure all volunteers are trained on appropriate topics for the discussions Develop the theme – Spring Develop a slogan - Spring Into Action with AMIG… Let us help you GROW Pick the date – May 6, 2015 Decide on number of participants – Invite 75 plan on 40 Pick the venue/location – The Hilton Garden Inn in Lynchburg, VA Get estimated cost for venue and food Determine the menu – Buffett lunch Determine what is included with the meeting room – projector, tables, chairs, audio equipment, lights, pens and paper, bottled water (as described in contract) Determine a reasonable budget - $3,000 excluding travel for Jayme and her team 3 April 26, 2015 Footer text here The Checklist: Will there be an admission? No, but Dawn will hand pick the agents that will be invited Invitations? A save the date email will go out March 25th; a formal invite will be mailed April 6th; RSVP is requested by April 22, 2015 RSVP is going to Dawn per instruction on the formal invite Dawn is in charge of securing the meeting room at the hotel Determine fee for the meeting room Dawn and Jayme arrive the day before the event to purchase decorations Décor will include potted tulips from Lowe’s, we need 40 ($127 w/ tax), 40 seed packets ($42 w/tax) and 40 sets of gardening gloves ($127 w/ tax Dress code is business casual and that is shared in the formal invite 4 April 26, 2015 Footer text here The Checklist: We will have five table center pieces from Edible Arrangements Along with the place settings we will have American Modern folders with product information flyers within the pocketed folders Once all participants have RSVP’d we will create name tags Transportation: attendees will drive themselves to the event. Agents that were picked to attend are located within a one hour radius Clean up is included in the rental room fee Contingency Plan – If the event does not happen for reasons beyond our control we will send the participants the goodies we have prepared along with a thumb drive with a back up presentation for them. Another event will be planned for later in the year, the theme will be changed to Fall with a slogan of “Fall into action with American Modern” all spring things will go to fall items 5 April 26, 2015 Footer text here The Checklist: Give-a-ways gift cards to Lowes for end of meeting raffle Parking is free and included in the hotel rental fees – Handicap parking is up-front and marked by signs Signs guiding the guests from the hotel parking lot to the meeting room – Printed by Jayme at her office cost is free. We need three of them to guide them to the location Once inside the hotel the marquees will direct the guests to the appropriate room A first aid kit is kept in the trade show box that we will bring with us. If a larger medical emergency happens staff will be notified to call the ambulance Lodging for Dawn and Jayme’s team will be at the meeting hotel. A discount rate of $109 per night was achieved (participants will not need to stay overnight) The hotel lobby has a lost and found behind the front desk Jayme will create a survey for participants to take at the end of the meeting 6 April 26, 2015 Footer text here The Checklist: This is not a public event. The only publicity needed is the invitations and having the General Agency communicate the importance of attending this event. This is handled during company meetings No permits or sponsors are needed at this event Trash receptacles and recycling bins are provided by the catering service within the hotel We requested the meeting room closest to the restrooms in the lobby of the hotel Security is not needed for this event Insurance is provided by my company. We are self-insured and an insurance form can be produced if needed but it’s not required by the hotel The hotel will allow us to provide feedback for the venue when our event is finished. I believe the hotel is a great place to hold the event. It’s modern, it has all the audio equipment we need included so we do not have to go with a separate vendor. The location is central and easily found. It was almost a one stop shop because we were able to get our catering, room, audio, and staff in one stop 7 April 26, 2015 Footer text here This is a snapshot of the service document and room rental agreement: **Room Rental includes use of LCD Projector, screen and speakers Complimentary** HGI Pens & Notepads and Water Stations * [SUBJECT TO CHANGE] – Specific meeting rooms cannot be guaranteed and are subject to change SALES TAX: 5.3% FOOD AND BEVERAGE TAX: 11.8% GRATUITY: 20% (or the current gratuity percentage in effect on the day of the event pursuant to the applicable collective bargaining agreement) of the food and beverage. TERMS AND CONDITIONS 1. RESERVATIONS: Reservations will be made by: Event Only Group ID: SRP Reservations can be made directly by calling 434.239.3006. Please identify the group by group code ID provided. Guests may also logon the URL address for online booking http://lynchburg.hgi.com. To be considered a part of the group block, guests must book reservations under the Group ID provided above. If the individual books under any other rate code other than the one provided above, the guest forfeits the privileges and benefits negotiated under this contract. 2. FINAL HEAD COUNT and BANQUET SERVICES: You will be asked to sign an Event Order confirming the details of your events, including the final/guaranteed headcount, associated costs, set up details and payment instructions. Faxed signatures will be accepted. The final headcount must be given and the event order must be signed and finalized 7 business days prior to the event. Final Food & Beverage Charges will be determined by this headcount and event order assuming they are given and finalized by the deadline. If this deadline is not met, you will be responsible for the headcount and guaranteed revenues listed in this contract. In the event that the final headcount increases between the time the Event Order has been signed and the event date, because we order based on your final headcount, there is no guarantee that we will be able to accommodate this increase. We do not automatically add an overage % to your guest count for final production, so with any last minute increase, we may have to substitute menu items for the increased number - you will be billed for the total number of guests served. In the event that the headcount decreases between the deadline for submission and the event date, final charges will be based on the originally submitted final headcount and the signed event order. 3. MENU/PRICE GUIDE: Pricing is subject to change due to market conditions. The prices listed are guaranteed for 90 days from the signing of the contract. In the event that pricing does change, we are happy to make modifications to the original menu in order to keep the pricing as close as possible to prices listed in this contract. 4. COMMISSION / THIRD PARTY PAYMENTS: Group rate are net rate and non-commission. 5. HOUSING COMPANIES – PAYMENT OF FEES: Not applicable 6. CANCELLATION AND PERFORMANCE: The rates offered by us are based in part upon the total gross revenue anticipated by us from your agreement to use and pay for the rooms and events set forth in this Agreement. You guarantee that your event will provide the following minimum revenues (exclusive of tax and gratuity): SLEEPING ROOM REVENUE FOOD & BEVERAGE REVENUE MEETING ROOM RENTAL TOTAL MINIMUM REVENUE $00.00 $525.00 $200.00 $725.00 You agree and understand that in the event of a cancellation or lack of full performance by you, our actual damages would be difficult to determine. Therefore, you have agreed to pay reasonable liquidated damages to the Hotel for cancellation or lack of performance as described in this paragraph. Cancellation damages will be calculated as a percentage, based on the date of cancellation listed below, of the minimum revenue guarantees listed in this paragraph. Date of Cancellation Date of signing to 90 days in advance 8 April 26, 2015 Percentage owed 25% = $145.00 Jayme has the original service document, but for the purpose of this presentation a snap shot is all that is needed. The Venue – Hilton Garden Inn, Lynchburg, VA 9 April 26, 2015 Source: http://hiltongardeninn3.hilton.com/en/hotels/virginia/hilton-garden-inn-lynchburg-LYHLVGI/index.html Save the Date Email: Sent on 3/25 Subject Line: Save the date for a special event! What: A product expo in a unique setting By: American Modern and The Insurance House Date: May 6th, 2015 Place: Lynchburg, VA @ The Hilton Garden Inn Time: 11:00 a.m. to 1:00 p.m. Lunch will be provided Keep an eye out for a mailed formal invite with more details in the coming weeks. Thank you, Dawn Washington (IH) and Jayme Lawrence (AMIG) 1-770-495-5858 1-513-947-6715 10 April 26, 2015 Footer text here: Email was sent by Dawn – Open rate for emails by sub-producers is higher when message is from the General Agency. The Formal Invite: Mailed 4/6/15 YOU’RE INVITED TO A SPRING EXTRAVAGANZA! Let us help you GROW your business: The Insurance House and American Modern cordially invite you to join us for our first Roundtable Event. You will enjoy a buffet lunch, meet folks from American Modern Insurance Group, and learn about the products they have to offer in an interactive setting like you’ve never experienced before. Registration is from 11:00 – 11:15 Welcome and announce lunch 11:15-11:20 Instruction how the event works at Noon Roundtable Event from 12:00 – 12:45 Spring into action with American Modern! Dress is business casual! Prize Drawing and Dismissal at 12:45-1:00 May 6, 2015 11:00 a.m. – 1:00 p.m. Hilton Garden Inn 4025 Wards Rd Lynchburg, VA 24502 RSVP: THE INSURANCE HOUSE 1904 Leland Dr. SE Marietta, GA 30067 770-644-0615 | dwashington@insurancehouse.com 11 April 26, 2015 Footer text here: Designed and created by Jayme This was a flyer sized invite that was mailed to all of our guests For décor we will include the seed packet and gloves at each place setting. The potted tulips will be at the exit table for each person to take one home with them. 12 April 26, 2015 Footer text here: Source was google pics and Lowes.com For additional décor, we will include table centerpieces made of edible arrangements in a spring theme. We will have five of them. 13 April 26, 2015 Footer text here: Source was google pictures Welcome and registration table: • We will use magnetic name tags so not to mess up anyone’s outfit • Name tags will be pre-made by using the registration list (a few blank ones will be on hand if needed) • We will have the name tags at the welcome table that will sit right outside of the meeting room • Dawn will welcome guests and give them their name tag when they arrive 14 April 26, 2015 Footer text here: Source was Google pictures The Menu - It’s a buffet: • Soup: Tomato Bisque (vegetarian) • Salad: Tossed Garden Salad (vegetarian) • Starch: Homemade Macaroni and Cheese • Vegetable: Green Beans • Entrée: Roast Beef • Dessert: Chef’s choice is included • Beverages: Sweet and Unsweet Iced Tea, Regular and decaf coffee, and water 15 April 26, 2015 Footer text here: Source was Google pictures. Actual menu selections from the hotel service Room Set Up: • Buffet set up along the side out of the way, and a beverage table set up along the back wall • Five large round tables will sit in clockwise fashion, allowing for plenty of room to move about. Each will have a white tablecloth under a royal blue table cloth. The blue represents AMIG’s color, and seating for 8 • A podium sitting in front of the round tables 16 April 26, 2015 Footer text here: Source was Google pictures Budget - $3,000 Item Meeting room $100 Invitations (postage) $30 Food and Beverage $525 Tax $62 Gratuity $105 Décor $300 Table linen rentals $250 Marketing Material $100 Edible arrangement $260 Give-a-ways (gloves, potted plant, seed packet) $300 Branded gift bags to hold the givea-ways $250 Survey expense $100 Raffle Prizes $500 Total: 17 April 26, 2015 Cost Footer text here $2,882 Meeting Agenda – Flow of the Event • 11:00-11:15 Check-In/Name Tags • 11:15-11:20 Welcome and announcement lunch • 11:20-Noon eat lunch and Jayme will explain how the roundtables work Check In Collect Survey, Door prize, closing remarks, dismissal Welcome and Announcements Pass out Surveys Lunch • Noon- 12:45 Roundtable event takes place • 12:45-12:50 Pass out survey • 12:50-1:00 Collect survey’s, draw for raffle prizes, closing remarks and dismissal 18 April 26, 2015 Footer text here Roundtables Begin How Do Roundtable Events Work? • Each table will hold up to eight people • Your first table will be the table where you ate lunch Business Transformation • Each table will be “captained” by a company representative • Each table will be an individual topic in which the table captain will speak to • A bell will ring when the “roundtables” start • Each round goes for 8.5 minutes. The table captain will speak about the table topic Motorcycle Manufactured Home and Site Built • The participants at the table may ask questions about the table topic • The bell will ring when there is 60 seconds left in the round, and again when the round is up • Everyone (except the table captain) will shift clockwise to the next table • The process will start again with the new group of people to discuss the next topic 19 April 26, 2015 Handouts with key information for the table topics will be provided for the participants. Watercraft Collector Vehicle After the roundtables: • Jayme will pass out a survey to the participants and ask them to be completed now • Jayme will collect the surveys • As surveys are collected name tags will be collected as well • Once all surveys are collected Dawn will draw five names, one at a time, they will be the winners of a $100 Lowe’s gift card 20 April 26, 2015 Footer text here: Source was Google pictures Survey Questions • How familiar were you with American Modern before this meeting? VF,SWF, NAAF, • Did you learn something new about the products American Modern offers that you will use in the future? • How likely are you to write new business with American Modern since attending this event? VL, SWL, NL • Did you find this event format worthwhile? V,SW,NAA • Would you participate in this type of event again? VL, SWL, NL • Additional comments: 21 April 26, 2015 Footer text here: VF=Very Familiar, SWF=Somewhat Familiar, NAAF=Not at all familiar. VL=Very Likely, SWL=Somewhat Likely, NL=Not Likely. V=Very, SW=Somewhat, NAA=Not at all. These will be spelled out on the survey. Evaluation • Once the event is over Jayme will track the participants production by using their assigned agent code • We will run a report for the year before the events production as well as run the report monthly for one year after the event April 26, 2015 120000 100000 80000 • We will track the growth of the agent but also if the production falls off after a few months or if it continues at the same pace 60000 • This evaluation will tell us if events like this work temporarily or for the long term 20000 • The survey’s given at the end of the event will also help us improve the event for the next time or determine if they are worth the expense 22 Agent Evaluation Footer text here 40000 0 Agent Agent Agent Agent 1 2 3 4 2014 2015 2016 Spring Into Action with American Modern Insurance Group Let us help you GROW your business