Embedded Files
Purpose
Purpose
This SOP outlines the process for managing events, from the initial lead to the completion of the event and the issuance of the E-invoice. It ensures consistency, efficiency, and adherence to London Cab - AbouGhaly Motors company standards.
Scope
Scope
This procedure applies to all events managed by the events operations team.
It includes lead management, event planning, execution, and post-event activities, including invoicing.
Stakeholders Responsibilities
Stakeholders Responsibilities
Event Lead
Oversees the entire event process, ensuring all teams are coordinated and the event meets company objectives.
Operations Team
Manages logistics, setup, and coordination on the day of the event.
Tech Team
Ensures all technical aspects, such as Dispatching , landing pages, promo codes….ETC. are functioning properly during the event.
Fleet Team
Handles vehicles, drivers, and any other necessary equipment. Manages the logistics of vehicle displays and test drives.
Marketing Team
Develops and executes promotional strategies to benefit from that event, designing branding …ETC.
Finance Department
Manages invoicing, and financial tracking for the event.
Procedure
Procedure
Lead Management
➔ Receive Lead: Obtain details from the client or sales team about the event.
Log the lead into the SAP sales Cloud system. by sending the "AGM Customer Creation Template" to the finance team.
Assign an Event Lead.
Initial Client Meeting
Schedule and conduct a meeting with the client to discuss the event requirements, including vehicle specifications and special requests.
Prepare a Quotation detailed with the client’s needs and expectations, using the "Price Quotation Template"
Proposal Creation
Develop a detailed proposal, including event timelines, vehicle requirements.
Submit price proposal to the client for approval based on Events pricelist.
Clients Profile
Register the client on SAP
Confirm the Tax ID & Com. Reg. with Client.
Code the customer on coding list
Event Planning
Kick-off Meeting
Conduct an internal meeting with all teams to outline roles, responsibilities, and timelines.
Review the client-approved proposal and ensure alignment with team members.
Vendor Coordination (if needed)
Identify and negotiate with vendors for items such as vehicle transportation, venue setup, and catering.
Finalize contracts and ensure all necessary materials and services are booked.
Confirm the Vendor Registration
Logistics Planning
Create a detailed event plan, including vehicle display arrangements, test drive routes, and schedule.
Arrange for transportation, accommodation (if needed), and on-site support.
Route inspection.
Marketing Coordination
Develop and execute a marketing plan to promote the event, including social media campaigns, press releases, and invitations. (if needed)
Client Check-ins
Regularly update the client on event progress.
Conduct final approval meetings to confirm all details.
Event Execution
Event checklist
➔ On-site Coordination: Set up the venue, including vehicle displays, test drive areas, and technical equipment( If needed ).
➔ Coordinate with vendors and ensure all elements are in place.
➔ Manage the event schedule and address any issues in real-time.
Tech and Fleet Management
Ensure that all technical setups, such as the Dispatching system and vehicle demonstrations, are functioning correctly.
Oversee the transportation and arrangement of vehicles and other equipment.
Marketing and Media Relations
Manage media coverage and handle any last-minute promotional activities.
Ensure all marketing materials are available and distributed as planned.
Post-Event Activities
Conduct a debrief meeting with all teams to review successes and areas for improvement.
Invoicing
Collect Final Costs
Gather all final invoices from vendors and internal costs.
Prepare E-Invoice
Create the E-invoice with all relevant details, including itemized costs, discounts, and payment terms.
Send the E-invoice to the client within 3 working days.
Follow-up
Monitor payment status and follow up with the client as needed.
Record the payment in the financial system and close the event file.
Requirements
Requirements
AGM
Dispatching
Landing Page ( If needed )
Promo Code ( If needed )
Cars ( Colors, plates, Ramp availability )
Agents ( Fleet, CC, Ops)
Vendor
Legal and Compliance Documents
Business Information
Financial Information
Client
Event Confirmation Details
Branding Design ( If needed )
Billing Information ) Billing Details, Tax Information & Payment Terms )
Proof of payment
Feedback Request ( Optional )
References
References
Company Event Planning Guidelines
Vendor Contracts and Agreements
Financial SOP for Invoicing
Glossary
Glossary
CRM: Customer Relationship Management.
E-Invoice: Electronic Invoice.
Dispatching: Our System for booking.
Landing Page: A customized page that the customer can book from ( mainly used in weddings ).
Promo Code: A code that the customer can add on the app to get a discount ( must get approval from the GM only ).
Appendices
Appendices
This SOP was created by Mo’men Ahmed, for any related inquiries please reach out to Mo'men Ahmed or the L&D team
Contact Reason
Contact Type 1: I want to book
Contact Type 2: Event/Corporate
Contact Type 3: Email sent to Internal Team
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