Pyramid Public RelationsTaking you to the TOP!!!

403 E Buffalo Street Milwaukee, WI 53202

www.pyramidpr.com

Spring Valley

403 E Buffalo Street Milwaukee, WI 53202

www.pyramidpr.com

Turf Fair 2012

Presented By: Laura Konop & Katie Sloan

Turf Fair 2012∆ Friday, February 24th, 2012∆ 8:30 a.m. – 3 p.m.∆ Olympia Resort and Conference Center

in Oconomowoc, WI∆ Theme: The Grass is Always Greener

on the other Side∆ Who: Wisconsin Retailers, Country

Clubs/Golf Course Affiliates,and Landscapers

Objectives

∆ Invite customers to buy our products∆ Help our customers make more money∆ Introduce new products to a smaller

base∆ Provide a fun, educational atmosphere∆ Improve client relations and knowledge

∆ Retailers

Olympia Resort and Conference Center

Olympia Resort and Conference Center

∆ Oympia Center AB: Vendors and buffet lunch

∆ 2 Break-out rooms∆ Wisconsin Room AB (Theater-260)∆ Illinois Room Dance Floor (Theater-280)

Olympia Center AB

Breakout Rooms

Event Program

∆ 8:30 Begin Check-in∆ 8:30-8:45 Refreshments∆ 8:45-9:00 Welcome (Olympia Center)∆ 9:00-10:20 Speakers in breakout

rooms∆ 10:20-10:50 Break/meet vendors∆ 10:50-12:00 Speakers in breakout

rooms

Event Program

∆ 12:00-12:45 Buffet lunch & Musical entertainment

∆ 12:45-1:15 Speaker: Bill Vogel∆ 1:15-2:00 Panel Discussion (Olympia Center)∆ 2:00-3:00 Entertainment,

vendors, games∆ 3:00 Pick-up gifts & surveys

Speakers- Golf & Turf Sessions∆ Neil Weinstein- Low Impact Development

and Sustainable Landscapes: Bioretention∆ Paul Koch- Dept. of Plant Pathology at UW-

Madison, Turfgrass Diagnostic Lab Manager∆ Tom Ruffy- Nitrogen Fertilization on Golf

Courses: A Water Quality Problem?∆ CJ Rosen- Extension Soil Scientist at Univ. of

MN, Dept. of Soil, Water & Climate∆ WGBA- Wisconsin Green Builders Alliance∆ DNR- Wisconsin Dept. of Natural Resources

Lunch Buffet∆ Mixed Greens Salad ∆ Tri Pasta Vinaigrette

Salad ∆ Roast Sirloin of Beef with 

Burgundy Mushroom Sauce 

∆ Herb Baked Chicken 

∆ Whipped Potatoes ∆ Vegetable Medley ∆ Rolls and Butter∆ Coffee, Tea, or Milk,

Soda, Juice∆ Dessert- Chef's Choice

Entertainment

∆ During lunch: Musical entertainment∆ Vendors: Collect a stamp from each

vendor and be entered to win 2, south end zone, Packers tickets

∆ Games….

Minute to Win it∆ Game show host∆ Games from the show as well as a few

of our own “green” games∆ Contestants must volunteer∆ Win 3 games= gift cards to various

retailers∆ Win 5 games= Bucks tickets∆ 5 contestants

Sponsors & Vendors

∆ Continue relationships with previous sponsors

∆ Open to new retail stores selling our products

∆ 35 Sponsors @ $100 each∆ 5 Discount exhibits to area college

programs∆ UW-Madison, MATC, UW-Stevens Point

Advertising

∆ Save the date mailer∆ Check out our website∆ Retailers- managers & employees∆ Golf courses, country clubs, landscapers∆ Recycled Paper

∆ FREE!!! Promote on Spring Valley Website∆ Online registration

∆ Press Release in Journal Sentinel, Green Bay Press-Gazette, The Capital Times, The La Crosse Tribune

Invitations & Registration

∆ Direct Mail∆ $10 advance, $15 at the door∆ 1 page flyer folded into a booklet

∆ Recycled paper∆ History, date, time & location∆ Registration form- encourage visiting the

website∆ List of speakers∆ List of sponsors & exhibitors

Thank you gift

∆ Discounted room rates∆ Spring Valley pens at

registration∆ Folder with a program

∆ Lanyard name tag∆ Issue of Turf Magazine∆ Promotional material

from sponsors∆ Center pieces

Cale

nd

ar

June 2

01

1Ju

ly 2

01

1

∆ Book event location∆ Contact potential sponsors∆ Mock-up Turf Fair web page∆ Discuss speakers with Spring Valley

∆ Final version of web page∆ Contact potential speakers∆ Book musical entertainment∆ Final list of sponsors & vendors

Cale

nd

ar

August 2

01

1Septe

mber 2

01

1

∆ On-line registration active∆ Design Save the Date mailer∆ Finalize speakers∆ Order plane tickets for speakers∆ Discuss decorations & signage

∆ Find game show host∆ Finalize Save the Date mailers∆ Order signage/ banners

Cale

nd

ar

Octo

ber 2

01

1N

ovem

ber 2

01

1

∆ Print Save the Dates∆ Compile updated mailing list∆ Floor plan of vendors∆ Select the menu

∆ Send out Save the Date∆ Mock-up event program design

Cale

nd

ar

Dece

mber 2

01

1Ja

nuary

20

12

∆ Draft press releases∆ Finalize & print formal invitations∆ Confirm bookings: location & speakers∆ Figure out games for Minute to Win it∆ Final event program design∆ Order center pieces

∆ Send in press releases∆ Early January send out formal invitations∆ Tally of registration∆ Confirm bookings: Vendors, decorations,

caterer, entertainment, etc.∆ Print Event Programs & Folders

Cale

nd

ar

Febru

ary

20

11

∆ Email reminder to all WI clients∆ Print signage for event∆ Draft & send out second press release∆ Purchase game show pieces∆ Compile program folders & thank you

gift bags∆ Confirm centerpieces

Day Before

∆ Set up breakout rooms∆ Set up Olympia Center & exhibitor areas∆ Set up Spring Valley table∆ Decorate & hang signage∆ Print off the registration list∆ Test A/V equipment∆ Bring & store our supplies∆ Pick-up speakers∆ Dinner with the speakers

Day of Event

∆ 7:00 Pyramid PR arrival∆ 7:05 Set up registration area∆ 7:30 Center pieces delivered∆ 7:35 Set up center pieces∆ 7:45 Greet vendors & help them set up∆ 8:00 Double check breakout rooms∆ 8:00 Greet speakers

During the Event

∆ Pyramid PR representatives throughout∆ 1 in each breakout room∆ 2 in Olympia center

∆Facilitate entertainment∆ 1 event team leader

Post Event

∆ Distribute thank you gifts∆ Encourage evaluation survey

∆ Also on the website∆ Thank all speakers∆ Transport speakers to the airport∆ Wrap-up meeting with Spring Valley

representatives∆ Clean up facilities

∆ Further in-depth evaluations in March 2012

Estimated budget:400 attendees

∆ Meeting facilities: $8,500-Special Requests    -Stage in Olympia Center     -Tables for vendors    -Table in hallway for

check-in    -Piano on stage

∆ Food: $10,608.39-Including 5.1% sales tax and

19% service charge-Luncheon buffet ($7,628)-Extra beverages ($2001.10)-Check-in refreshments

($979.29)

∆ Advertising: $3,595-Press Release ($20)-Save the Date mailer ($825)-Invitations ($2,750)

∆ Entertainment: $800-Musician ($500)-Game Show ($300)-Game Show MC (Volunteer)

∆ Decorations: $1,900-Signage ($250)-Centerpieces ($20ea. x 50 tables)-Banner ($650)

Estimated budget:400 attendees

∆ Speakers:$3,600-6 speakers ($3,000)-Plane tickets ($650)

∆ Sponsors: +$3,500-35 sponsors ($100ea)

∆ Registration fees: +$4,500-300 pre-registrations ($3,000)-100 day of registrations ($1500)

∆ Registration folder: $943.58-Folders ($75.58)-Pens ($196.00)-Lanyards ($590)-Name tags ($72)

∆ Additional Gifts: $400-1 Issue of Turf Magazine ($1ea. after donation)

Staffing costs already accounted for.

∆ Total: $21,946.97

Let Pyramid PR take you to the TOP!

Questions or Comments?

403 E Buffalo Street Milwaukee, WI 53202

www.pyramidpr.com